Lead Buyer

Reports to: Manager, General and Grants Procurement

Purpose: Responsible for the sourcing and procurement process of the University requirements from goods and services from any point on globe in the most competitive and timely manner, assist in handling the administrative functions related to the processing of the university needs and requirements. Achieving cost savings and maintaining quality performance. Participate in supplier selection and negotiation processes. Analyze market and delivery systems in order to assess present and future material availability and sources. Procures equipment, supplies and services for assigned area and in accordance with University guidelines; Reviews requisitions and bid specifications and negotiates purchase agreements or supply contracts; determines vendor sources, product needs and availability. Managing AUC projects procurement process, including planning, tendering, selecting, contract writing, monitoring, and closing/completing. The position requires a high degree of maturity, being conscientious and ethical to ensure control and the proper responsible expenditure of university funds.

Responsibilities and Tasks:

• Develop a first-class service organization that responds effectively to inquiries and engenders trust from the University community
• Responsible for the purchase and acquisition of university projects’ needs, as well as the regularly required goods and services for campus maintenance purpose
• Achieve cost savings and maintain quality performance
• Assist in the budget process, the encumbrance management and related functions, whenever needed
• Participate in developing and implementing the University procurement policies and procedures
• Determine proper sources of supply for most economical purchases from most competitive locally or international markets and to develop and maintain high level contact with key suppliers and service personnel
• Responsible of the University projects procurement process, from defining the clients’ needs, until project successful completion and closure, by coordinating with all internal and external involved parties
• Responsible of the developing and implementing the project management module
• Initiate, draft, negotiate and administer the purchase orders and contracts related to the purchasing process
• Perform critical purchasing functions related to the implementation, development, management and administration of the automated SAP system related to the procurement process
• Analyze market and delivery systems to assess present and future material availability and sources
• Support in leading any new internal initiative/project
• Monitor management for daily improvement and work for root cause elimination
• Negotiate, prepare and handle external agreements while ensuring that the objectives defined by the procurement services department and the requirements of the customer are met
• Manage all project stages, including planning, implementation and execution phases, up to final acceptance
• Organize and fully comply with pre-sourcing and sourcing committees
• Handle the new/existing vendors’ assessment
• Work with the assistant director and buying director in remapping of suppliers’ portfolios to increase the quality of the vendors per each cluster
• Represent the University in negotiating contracts and formulating policies with suppliers
• Prepare reports regarding market conditions and merchandise costs
• Review purchase order claims and contracts for conformance to university policy. Resolve vendor or contractor grievances and claims
• Effective proactive liaison with other departments as necessary to forecast, plan to meet, and to supply demand to relevant quality
• Review local/International procurement requisitions and orders against the requisitioned budget to ensure availability of funds and oversee the types and sources of funds, object codes and their relationship to the required goods and services, determine method to process requisitions based on cost, time constraints, existing open contracts and/or competitive bidding
• Reviews and analyzes purchase requisitions and contracts, and ensures they are in accordance with relevant laws, policies and requirements
• Maintain and keep approved and qualified vendors lists, records and files; update them by contacting vendors to get the latest information; and circulate them periodically for interested persons and departments
• Invite, review, check and compare quotations on bid terms, delivery dates and prices with the suppliers according to the agreed upon evaluation matrix.
• Survey the various markets, studying trends; and remain advised on new developments and products
• Frequent visits to local markets, around two to three times weekly; prices check is a must
• Responsible of the projects timelines updates, actual versus planned, share it regularly with all involved parties
• Meets with sales representatives to develop new vendor sources, updates record and secures demos for departments
• Take part in writing request for proposals (RFPs), requests for quotes (RFQ) and formal bids
• Assist in evaluating competitive offerings to determine the overall best offer for a product/service and the appropriate methods of procurement; conduct negotiation with potential suppliers to obtain agreement on pricing, delivery and other terms. Lead vendor selection and negotiation processes
• Prepare reports, investigate complaints and secure adjustments, ensure standard compliance with legal requirements and make recommendations
• Review, analyze and recommend solutions to complicated purchasing problems and transactions
• Resolve problems (both internal and external) in a fair and ethical manner while protecting the long-term interests of the University.; resolve quality and payment problems with vendors
• Speed up the clients’ problems resolution time, by working closely with the concerned party/ies to professionally resolve all problems
• Review the tracking report, maintained by the senior buyer, to measure the problem resolution lead time. Take proper corrective actions whenever needed
• Build and maintain highly professional relationships with the internal clients by ensuring that all the received requests were fulfilled correctly on time. Develop effective relationship with the University suppliers
• Participate in the preparation of specifications for equipment, products or substitute materials. Review and evaluate specifications for issuing and awarding bids
• Maintain records of goods ordered and received; route, follow-up and expedite orders; ensure that materials are delivered successfully and on time to user departments
• Coordinates with internal and external customers to identify needs and refine specifications
• Assist in maintaining, developing and enhancing the vendors’ end-of-year evaluation process
• Obtain internal clients satisfaction feedbacks, on the purchase requisitions/projects that were closed successfully
• Maintain, develop and enhance all type of reports to ensure keeping updated records of all the purchase requisitions and its related purchase orders whenever requested internally or externally
• Maintain all operation control reports on monthly basis, to reflect the performance of different buying units in support of the set goals, objectives and time frame
• Ensure keeping all set KPIs results updated with all related information sources and calculations
• Comply with the AUC internal business policies and procedures
• Ensure a proper filing system of all local/International purchasing related documentation, as well as the related reports. May be responsible for preparing, overseeing and providing documents for audit purposes
• Plan, direct and coordinate the activities of other senior buyer(s), if requested

Requirements:

Minimum Education Requirement:  

• Bachelor’s degree in a relevant field
• SCM certification(s) will be an asset
• MBA will be an asset

Experience:

• Minimum of 10 years of relevant experience within corporate and multinational companies, with at least five years in management
• Project procurement management experience is an asset
• Contractual and financial management experience is an asset
• Experience in a corporate environment is an asset

Skills:

• Strong knowledge of supply chain management best practices
• Strong communication skills, analytical skills, leadership skills, working under stress, high level of tolerance, diplomatic and strategic thinking
• Priority settings, conflict management, perseverance, customer focus, drive for results, self-development
• Good knowledge of supply chain management best practices
• Professional user of E.R.P, knowledge of SAP is an advantage
• Detailed oriented with high numerical skills
• High organizational skills
• Excellent written and verbal communication skills
• Extensive negotiation skills
• High capability to manage multitasks simultaneously
• Must have a demonstrated passion for excellent customer service and commitment to exceptional quality
• Good knowledge of business and financial issues
• High knowledge of the local/international market, covering goods and services
• Strong negotiation, analytical and problem solving skills
• Excellent command of written and spoken English.

The position is open until August 16, 2021

Placement is based on the candidate’s experience and skills. Only candidates who make it to the short list will be contacted.

“We thank all individuals who have expressed interest in working at The American University in Cairo.”