Procurement Coordinator

Main Purpose:   

To drive contracting activity to ensure competitive contracting and timely delivery of Non-Oil Goods & Services, while leveraging national, regional & global spend to optimize Puma’s cost structure within the framework of transparent practices, sound ethics and effective controls.

Key Responsibilities:

Strategic Sourcing:

• Drive country contracting strategy development and execution in alignment with country business objectives. Solicit competitive bids through requests for proposals (RFPs), requests for quotations (RFQs) and requests for information (RFIs), establish and manage Contracts with Suppliers/Contractors. Minimize procurement spend in foreign currencies across all contracts.

Management collaboration and Spend analysis:

• Collaborate closely with Country Management, Country Functions and Regional/Global Procurement contacts to identify contracting opportunities across Puma Energy spending categories at Refinery, Shipping and Downstream businesses and drive full scope of tender process.

Process Standardization:

• Collaborate with Country stakeholders and Regional Procurement to drive a robust pre-award, tendering and post-award Puma’s contracting process. Identify process gaps Develop and implement procedures for contract management and administration in compliance with company policy to drive standardization and compliance culture.

Supplier Performance:

• Drive supplier/Contractor’s performance assessments to maintain and improve contractual quality and pricing. Maintain and update list of suppliers and Contractors, their qualifications, delivery times, and potential future development
• Ensure a competent, safe and harmonious team is developed and maintained by identifying any training and development requirements to ensure staff have the required skills
• Ensure compliance to Puma’s Internal Controls Policy, company requirements and systems relating to Procurement, SAPS, HSEC & Quality and other company policies.
• Compliance to HSEQ Employee Responsibilities herein;

HSEQ Employee Responsibility Statement

All employees are responsible for in the first instance for their own safety and to prevent Incidents.  It is vital that there is a high regard by all employees on hazard identification and control before the hazard becomes an incident.  It is therefore a requirement for all employees, regardless of position in the company to report all injuries and hazards to immediate supervising staff.  All employees must know and uphold the Puma Energy International (PEI) Safety Policy and the Puma Energy PNG HSEQ Policies

HSE Responsibilities – General Employee

As part of each employee’s legal and moral responsibility to Puma Energy PNG, you are to support management by:

• Cooperating with the Company to enable compliance with any duty imposed upon them by law.
• Using properly and effectively equipment designed to safeguard his / her well being
• Being aware of factors or situations that may impact upon the quality of the product and service and the environment.
• Following implicitly the Company’s Health, Safety & Environment Policy / Procedures / Work Instructions as communicated in writing or as instructions received orally
• Comply with the Company’s procedures and the relevant legislation regarding the Injury Management process.
• To formally report to their Manager any concern or incident / injury / non-conformance in any aspect of their work and complete the Puma Energy PNG Incident / Non-Conformance Report form.
• To formally report to their Manager or supervisor any hazard, practice or condition that will affect safety or production or the community.
• All forms are completed as outlined in the procedures
• Any discrepancies of goods / services received are to be addressed through the Non-Conformance procedures
• All products are to be verified at appropriate stages as outlined in procedures and a record maintained.

Requirements:

Knowledge Skills and Abilities

Experience:

• 5+ years of experience in contracting and procurement roles and demonstrated knowledge of the suppliers in PNG and Asia Pacific region.
• Demonstrated ability in delivering results in a fast-changing company.
• Experience in working in a culturally diverse team.
• Oil & gas/physical commodities downstream experiences are preferred.

Skills:

• Strong computer skills required (MS Office - Word, Excel, Access, and PowerPoint).
• Analytical, resourceful, perseverance, persuasive, collaborative, win-win approach, administrative.
• Strategic approach to business.
• Excellent communication and interpersonal skills.

 Competencies

• Diploma or Degree in business, law, administration or finance. Procurement trainings and diplomas would be an advantage
• Results-oriented, passionate and pioneering attitude.
• Team player.
• Ability to analyze problems and strategize for better solutions

• Ability to negotiate, establish, and administer contract
• self-motivated / driven ability to work with little direct supervision

Key Performance Indicators

► Effective Tender Process Management

• competitive bids received through Request For Proposal (RFPS), Quotations (RFQs), and Information (RFIs) & co-ordinate tender process & close within timeframe
• Produce accurate evaluation tabs and sound reports with recommendations to Procurement & Contracts Committee

► Effective Contracts Management

• major Contracts in operational for cost driving spend categories
• Reviews of existing contracts

►Co-ordinate logistics and Customs clearance for imports

• Timely delivery of imported shipments/orders
• Storage charges unless with exceptional reasons
• Detention charges unless with exceptional reasons

►Effective & accurate processing of purchase orders into Navision & timely delivery of same to End Users and Vendors

• Less WD 03 with 2 days turnaround after approved RFGS receipt date
• Complaints from End Users for delays in PO delivery

►Compliance to Procurement Processes/Guidelines and Company Policies including Quality

• After-the-Fact POs
• Timely feedback provided to any Audit requirements
• Warnings – verbal and written
• High standards of punctuality, attendance & professionalism at workplace

►Maintain a good and updated Workflow Management system

• Updated RFGS register and PO filing management system is maintained at all times

►Maintain good Clientele Database system for Vendors & create good business rapport

• Accurate Credit Applications & KYC processes performed for new Vendors
• Review Supplier performance and evaluations