Job Description

JOB PURPOSE SUMMARY
Provides an efficient, accurate and timely Contracts and Purchasing Service for internal and external clients according to University policies and procedures. Focuses on contracts management and documentation for retail outlets. Moreover, ensures that each purchase is value for money and cost effective.

KEY ACCOUNTABILITIES

General Contracts Management

• Drafts, reviews, & maintains Business Unit commercial and contractual arrangements.
• Reviews RFI and RFP bid solicitations and preparing cost proposals with supporting data for management review when required.
• Negotiates and administers contracts and cooperative agreements.
• Monitors financial activity of prime and sub-contracts, including contract, subcontract, and grant closeouts to coordinate any impact with program managers.
• Ensures compliance with appropriate regulations including Federal authorities, internal policies and procedures and ethics codes of conduct.
• Reviews and provides input to Contracts Database and prepares periodical reports for management’s approval.
• Reviews customer terms and conditions and advise on risks, cost drivers and propose acceptable commercial positions, to the department.
• Liaises with projects and technical staff to ensure contracts accurately reflect the program of work.
• Conducts pre- and post-contract award reviews with internal stakeholders to ensure the contractual obligations are known, understood and being properly addressed.
• Negotiates and places annual Blanket Purchase Orders, Master Purchasing Agreements, and Annual Service Agreements.

GENERAL PURCHASING

• Purchases a variety of goods and services for both Campuses from local and international sources in line with the University Policies and Procedures.
• Interprets purchase requests, investigates supply sources and negotiates best terms and conditions in line with user specifications.
• Analyzes specifications to ensure that they are generic in nature during enquiry preparation stage.
• Analyzes vendor quotations and prepares bid summaries as required.
• Vets and benchmarks prices to compare budgeted and estimated costs with actual prices.
• Expedites orders to ensure that goods and services are delivered within contractual deadlines
• Liaises with vendors regarding discrepancies and damage reports to ensure correct replacement of materials in accordance with order specifications.
• Issues amendments in case of increase/decrease of quantities and cancellation of orders and ensures accuracy of data at all times.
• Ensures through liaison with end users that vendor invoices routed for payment approval, are not held up without reason.

DEGREE OF INDEPENDENCE/COMPLEXITY OF ENVIRONMENT

• Works independently to deal with different clients internally and externally while maintaining confidentiality and a professional manner. Main responsibility is to look after contacts management plus tasks related to purchasing. Coordinates and directs a variety of purchasing requests, tenders, queries and correspondence. Mainly works to meet deadlines and must be able to function under time constraints.
• Demonstrates continuous effort to improve operations, decrease turnaround times, streamline work process and work cooperatively and jointly to provide seamless customer service.

WORKING RELATIONSHIPS/IMPACT OF INTERACTIONS

• Works closely with members in the Department and other departments, to ensure that the complete contracts cycle is completed effectively.
• Must communicate effectively and professionally with internal and external clients.
• Liaison with the Finance Department on contractually-related matters.

EDUCATION & EXPERIENCE REQUIREMENTS

Must possess a Minimum of a bachelor’s degree in business degree or similar major from an accredited institution and 2 years relevant professional experience or an equivalent combination of education and experience.

Experience working in a similar role in a government or higher education institution will be highly preferred.

Desired or preferred requirements:

• Basic knowledge of contracts and procurement tasks.
• Excellent computer skills required.
• Knowledge of purchasing procedures is preferred.
• Arabic/ English bilingual an asset.

The Benefits

The University’s benefits package is highly attractive, with competitive salaries free of tax in the U.A.E., cash housing, annual vacation airline tickets for the employee and immediate family, educational subsidies for children and healthcare is provided to the employee and sponsored family members.

To Apply

In addition to completing the online application form, attach a cover letter, a current CV, and the names and contact details of three professional references.

While we appreciate all applications, you will be contacted only if selected for an interview

For any further inquiries, please contactRecruitment@zu.ac.ae