Senior Officer Strategic Sourcing

JOB PURPOSE:

Undertake day to day category management tasks for strategic, high value and business critical Categories across relevant ADNOC Group reinforcing a culture of end to end Category Management including Strategic Sourcing and Procurement Excellence.

Create and coordinate cross-functional teams (10 - 30 members per category) resourced from ADNOC Group Companies. Apply ADNOC’s Category Management procedures to support the development and implementation of Category Management Strategies that are consistent with ADNOC’s values and business objectives.

Collaborate and utilize internal ADNOC Group analysis and Market Intelligence to reduce total ADNOC spend by coordinating procurement processes and managing supplier relationships.

Contribute in the improvement of inventory levels across the Group and assist with various operations and initiatives.ReviewHandle the full cycle for Category tender and is fully engaged as part of the end-to-end cycle for Framework Agreements. / process Contract Requests from Senior Specialist/ Specialist Category Management,The tender stages include steps such as initiate obtaining expression of interest / prequalification from companies for future tenders, develop End User Contract Requests into Requests for Tenders (RFT), obtains management approval of Bidder List, act as a focal point between End UserCategory Management, End-users and Bidders during the Tender Process, control the Tender Process from bid issue, handling bid clarifications, through to the bid submittal and technical & unpriced commercial evaluation phase, perform commercial evaluation, including determining negotiation strategy as applicable, prepares award recommendation for management approval, prepares contract award and related contract document for signature, assists Category and End User with kick-off meeting with appointed Contractor.

Provide support and advice to Category Management and End Users on evaluation criteria or evaluation methodology, plus various contractual and commercial arrangements, together with evaluating claims / requests for contract variations and maintains follow-up until close-out of the contract file.

Work in full compliance with ADNOC Group Contracts Procedures and ADNOC Group Category Management Procedures.

KEY ACCOUNTABILITIES:

Job Specific:

Category Management

• Implement Category Management for nominated categories.
• Establish cross-functional Integrated Category Management Teams (teams involving Technical & Procurement resources across the Group Companies) for the designated categories, to develop and implement Category Strategies which generate value and achieve financial savings. Agree the strategy with all relevant Stakeholders prior to implementation.
• Create and execute Strategies for categories which align business plans, including:
• Support prioritization of Group (common) Categories for the ADNOC Group
• Gather historical spend, analyze pricing approach, develop demand-forecasted spend and perform inventory analysis.
• Support refresh of an ADNOC category spend map and development of 12-month and 5-year Sector Strategy aligned with Business Plan objectives, in coordination with Planning Teams of ADNOC and Group Companies
• Lead the efforts of product segmentation, simplification & standardization for the technical specifications among ADNOC Group.
• Consult with Market Intelligence team and Perform Market & Suppliers analysis (e.g., cost drivers, market trends, competition, Supplier Profiles)
• Identify and select relevant sourcing levers (e.g., specification rationalization, standardization, substitution, volume bundling, efficiency)
• Use leading-practice procurement tools to develop and implement the Category Strategy such as Kraljic, Porter’s five forces and Purchasing Chessboard.
• Develop savings opportunities and benchmark industry standards and practices to identify and drive opportunities
• Develop Category Strategy options, analyze feasibility and drive value potential
• Identify contracting strategies (call for tenders, frame agreements, long-term contracts, strategic partnership etc.)
• Support Procurement Team in defining potential bidders
• Agree on clear technical and procurement evaluation criteria, considering Total Cost of Ownership and ICV
• Review Terms & Conditions and include Category-specifics KPIs to drive Supplier Performance
• Utilize cost models, demand and market conditions to identify supplier negotiation levers
• Drive the schedule to complete technical and commercial evaluation against the agreed plan. Work with Technical stakeholders to ensure timely close out of clarifications; support the updating of documentation resulting from Technical evaluation process.
• Work with the Procurement / Contracts team to complete the Commercial evaluation, to include, close out of commercial clarifications, analysis of commercial bids, benchmarking, and relative competitiveness. Co-develop negotiation strategy for each bidder, and jointly lead Commercial negotiations with Bidders
• Support relevant Procurement Team in developing Award Recommendation. Align key stakeholders to support award recommendation and presentations needed for final Approval with relevant Steering Committees and Tender Boards
• Assure Issuance of Framework Agreement and Work Orders by Group Companies within agreed timeframes.
• Monitor Supplier Performance during the execution phase and coordinate improvements as necessary at framework level.
• Peer review on Category Management best practices.
• Drive process consistency and leverage best practices and scale to deliver required quality, meet on-time delivery and cost optimization
• Drive positive cultural changes, infusing value-addition and knowledge, and positively influencing decisions at all levels of the organization
• Provide support and guidance to Integrated Category Management Team to ensure relentless focus on delivering exceptional results and advance a culture of operational excellence.
• Cultivate a strong project management focus, set goals, monitor progress, and implement corrective actions as needed.
• Adapt to changing market conditions, new business opportunities, and cost reduction strategies while always maintaining the required quality.

Planning

• Provide input to the Combined Category Management plan requirements for the forthcoming year, to determine / identify specific aspects to be addressed by Category Management.
• Attend and provide input to a joint meeting between Category Management Team and End User, to review and provide guidance on End User’s draft requirements.
• Provide input to Category Team in respect of the Scope of Work and the Schedule of Fees/Pricing Schedule.

Pre-Tender

• Review proposed work groups / product groups and extract the list of bidders to be invited for an EOI and support inclusion of bidders being recommended by Category Management Team, End User or from market knowledge who are not fully prequalified with ADNOC.
• Support the establishment of Prequalification criteria.
• Conduct the tender in Ariba for an Expression of Interest (EOI), Prequalification Exercise of interested Bidders in alignment with the Category Team.
• Participate / review (as applicable) any EOI / Prequalification queries received from invited companies and as necessary, co-ordinate with Category Team and End User to obtain a written answer to queries raised. Depending on answer(s) received, determine whether answer is to be provided only to the company raising queries, or to all companies invited as an update to earlier scope information.
• Receive, participate/review and compile EOI / Prequalification response from invited companies, prepare a standard correspondence memorandum for forwarding received information and documents to Category Team and End User for review or evaluation.
• Review End User response to EOI / Prequalification exercise, due diligence, check that response aligns with information / documents received, with no anomalies – arithmetically check any prequalification evaluation scoring.
• Support the Category Management Team in finalizing the cost estimates.

Request for Information (RFI)

• Prepare the draft Framework Agreement with all the relevant Annexures (e.g., terms and condition to be selected from the General Procurement Initiative (GPI) portal, HSE requirements, Scope of Work, Schedule of Fees/Pricing Schedule, etc.)
• Issue the draft Framework Agreement to the interested bidders,
• Following issue of the RFI, co-ordinate, handle, arrange, prepare and record for transparency and audit purposes the following activities:
• Receive Bidders’ request for Letter of Assistance (as applicable), share the Letter of Assistance with Bidders for them to process security passes for the forthcoming site visit.
• Co-ordinate, arrange and attend with End User a pre-bid Meeting and Site Visit (if applicable), inform Bidders of the arrangements and procedures to follow.
• Review and close the qualifications on Terms and Conditions, if any.
• Bidder list and Strategy approval
• Provide input to Category Team in respect of the award strategy.
• Obtain Bidders List and Tender Strategy for approval by Management / Tender Board as per the Delegation of Authority.

Request For Tender (Technical and Commercial) (RFT)

• The RFT is solely managed utilizing SAP Ariba system. RFT is either conducted in one (1) stage or in two (2) stages as agreed with the Category Team.
• Upon receipt of approval of the Bidders List and Tender Strategy, prepares standard correspondence Bid invitation. Obtain Category Team approval prior issuance to the approved Bidders.
• Ensure Bidders formally confirm receipt of Bid document.
• Manage bid closing dates and applicable extension in co-ordination with Category Team.
• Open Technical and Unpriced Commercial Bids in SAP Ariba.
• Receive Bidder queries, segregate as to who provides an answer (i.e. End User, Procurement, Legal, Finance, etc.) and obtain formal written answers to queries raised. Depending on answer(s) received, determine whether answer is to be provided only to company raising the query, or more likely, to be issued to all Bidders as a tender Bulletin, and update the RFT as required, including obtaining Bidder confirmation of receipt.
• Prepare standard correspondence informing End User the Technical Bids are available for evaluation and share all Technical Bid response.
• Perform Unpriced Commercial Evaluation to review each Bid, for review / comment / concurrence as to issues to be addressed and closed with Bidders, or items to be addressed internally to Legal or Finance, for guidance regarding Bidder exceptions or deviations to the RFT.
• Co-ordinate, handle, arrange, prepare and formally in writing record during the End User Technical Team Evaluation of Bids and prior to the Commercial Bid Evaluation, for transparency and audit purposes the following activities:
• Receive, co-ordinate and consolidate End User requested Bid clarifications / queries, prepare individual Bid Clarification standard correspondence to each Bidder, including receiving and processing Bidders’ response to End User, or other Business Units.
• If applicable, receive and co-ordinate End User request for a Bid Clarification Meeting or visit to Bidder’s Facility, including formally documenting Meeting / Site Visit arrangements, together with receiving and forwarding to End User any additional Bidder information submitted. All associated correspondence to Bidders or End User.
• Ensure that the Tender documents including technical, evaluation criteria, commercial, contractual and legal aspects are aligned with the Category Strategy.
• Support the tendering process to ensure that it is carried out effectively and economically and in compliance with Tender Board recommendations, and Company policy.
• Support the commercial evaluation of offers in consultation with the end users in accordance with the approved ADNOC guidelines. Review and recommend on Bidders Lists / Awards / Amendments / Variations etc. for endorsement and to Management for approval.Review/ process Combined Category Management plan requirements for the forthcoming year, to determine / identify specific aspects to be addressed by End User when submitting a future Contract Request.
• Attend and provide input to a joint meeting between Category Management Department personnel and End User, to review End User’s draft planned Procurement requirements, guiding End User as to future aspects to consider and address when submitting Contract Requests.
• Formally submit a checklist of general and specific items that End User needs to address when submitting individual Contract Requests for Service or Work requirements, plus reconfirming whether an expression of interest or a prequalification exercise is to be initiated, so as to establish market interest in the future Tender.
• Formally in writing, obtains a list of potential Bidders from ADNOC Supplier Management, together with checking that End User proposed Bidders are also registered with ADNOC Supplier Management and in a suitable work activity aligned with the scope of the future Bid.
• Prepare a write-up to the Category Management Manager, describing and justifying that the work activity of the proposed Long List of potential Companies for an EOI / Prequalification Exercise is aligned to the scope of the future Bid.
• Prepare a standard correspondence template invitation letter (prepared within the SAP Ariba system) for an Expression of Interest (EOI) or Prequalification Exercise, with the invitation letter reviewed by CSH and issued by the Category Management Manager.
• Participate / review (as applicable) any EOI / Prequalification queries received from invited companies and as necessary, co-ordinate with End User to obtain a written answer to queries raised. Depending on answer(s) received, determine whether answer is to be provided only to the company raising queries, or to all companies invited as an update to earlier scope information.
• Receive, participate/review and compile EOI / Prequalification response from invited companies, prepare a standard correspondence memorandum for forwarding received information and documents to End User for review or evaluation.
• Review End User response to EOI / Prequalification exercise, due diligence check that response aligns with information / documents received, with no anomalies – arithmetically check any prequalification evaluation scoring.
• Receive End User Contract Request (CR) through SAP Ariba (as allocated by CSH), reviews content of CR against previously established checklist of items informed to End User as to information / documents to be submitted with CR and determine whether:- 1) the CR is accepted as being complete for Tender purposes, or 2) CR is to be rejected due to being incomplete (formally confirm to CSH / Category Management Manager to reject in SAP Ariba).
• Prepare write-up listing CR missing information and documents to be submitted by End User; CSH to review and issue when rejecting submitted CR.
• Receive End User updated Contract Request (CR) through SAP Ariba (as allocated by CSH) and as earlier, review content of updated CR against previously established checklist of items informed to End User, so as to confirm to CSH that CR can be accepted as complete for Tender purposes.
• Prepare Contract Development Plan for the Tender and Award of Services / Works upon receipt of complete & acceptable CR, in co-ordination with SCH and in agreement with End User.
• Prepare Recommendation for Bidders List and Tender Strategy for approval by Management / Tender Board as per the Delegation of Authority.
• Determine in co-ordination with CSH the applicable Request for Tender (RFT) document to be selected from the General Procurement Initiative (GPI) suite of standard template RFTs and thereafter, using a Contracts Department checklist commence preparing and compiling the RFT from the CR documents for subsequent review by CSH and amendment as necessary.
• Upon receipt of approval of the Bidders List and Tender Strategy, prepares standard correspondence Bid invitation within SAP Ariba system, for review / endorsement by CSH, followed by review and issue by Category Management Manager, with Bid document attached. Ensures Bidders formally confirm receipt of Bid document.
• Review and endorse standard memorandum (to be review and issued by CSH) for forwarding RFT document to End User for review and reference during the Bid Period.
• Following issue of the RFT and prior to the Bid submittal date, to co-ordinate, handle, arrange, prepare and formally in writing record for transparency and audit purposes the following activities:
• Receive Bidders’ request for Letter of Assistance (as applicable), review and endorse standard memorandum to Group Services & Special Tasks Function (Group S&A) requesting Letters, receive Letters from Group S&A and review and endorse standard letter informing Bidders to collect and process security passes for the forthcoming site visit.
• Follow Contracts Department checklist to co-ordinate and arrange with End User a Bid Clarification Meeting and Site Visit, together with inform Bidders of the arrangements and procedures to follow. Attends Bid Clarification Meeting and Site Visit.
• Receive Bidder queries through the SAP Ariba system, segregate as to who provides an answer (i.e. End User, Procurement, Legal, Finance, etc.) and obtain formal written answers to queries raised. Depending on answer(s) received, determine whether answer is to be provided only to company raising the query, or more likely, to be issued to all Bidders as a Bid Bulletin through SAP Ariba so as to update the RFT as required, including obtaining Bidder confirmation of receipt.
• Receive and open Technical and Unpriced Commercial Bids in SAP Ariba.
• Prepare standard correspondence informing End User the Technical Bids are available for evaluation and listing the Technical Bid response, plus detailing aspects the End User Technical Team are to address during the evaluation.
• Perform Unpriced Commercial Evaluation using Contracts Department Checklist to review each Bid, with the completed Checklist forwarded to CSH for review / comment / concurrence as to issues to be addressed and closed with Bidders, or items to be addressed internally to Legal or Finance, for guidance regarding Bidder exceptions or deviations to the RFT.
• Co-ordinate, handle, arrange, prepare and formally in writing record during the End User Technical Team Evaluation of Bids and prior to the Commercial Bid Evaluation, for transparency and audit purposes the following activities:
• Receive, co-ordinate and consolidate End User requested Bid clarifications / queries, prepare individual Bid Clarification standard correspondence to each Bidder, including receiving and processing Bidders’ response to End User, or other Business Units.
• If applicable, receive and co-ordinate End User request for a Bid Clarification Meeting or visit to Bidder’s Facility, including formally documenting Meeting / Site Visit arrangements, together with receiving and forwarding to End User any additional Bidder information submitted. All associated correspondence to Bidders or End User.
• Receive Technical Evaluation Report issued by End User Function Manager, review Report and carry-out “Due diligence checks” as per Contracts Department Checklist,. If corrections, shortfalls or anomalies are found, communicate with Category Team to prepares standard correspondence memorandum to End User highlighting said matters, in order for End User to correctclarify / revise the Technical Evaluation Report.
• Receive and oOpen Commercial Bids in SAP Ariba.