Procurement Maintenance Supervisor

Job Title: Procurement Maintenance Supervisor
Department: Procurement / Maintenance & Facilities Department
Line Manager: Maintenance Supply Chain Manager

Job Summary:
The Procurement Maintenance Supervisor is responsible for sourcing materials and products needed for maintenance operations, ensuring the availability, quality, and timely delivery of items requested by various locations. This role requires close coordination with suppliers, vendors, and internal teams to meet procurement objectives.

Key Responsibilities:

1. QHSE Compliance:

   • Adhere to client contractual QHSE obligations, as well as PSGS's QHSE policies and procedures.

2. ISO Documentation Management:

   • Maintain the integrity of ISO Management Documentation Systems, ensuring compliance with ISO standards such as ISO 9001, ISO 14001, ISO 22000, and ISO 45000.

3. Vendor Management:

   • Identify and evaluate vendors for pricing and quality, ensuring all purchasing decisions are properly documented.
   • Process purchase orders after evaluating the bids.

4. Material Requisition Handling:

   • Receive and process all material requisitions (MR) for maintenance-related items.
   • Review and coordinate monthly material requests from projects and ensure timely back charge requests.

5. Purchase Order Management:

   • Review purchase order claims and contracts to ensure compliance with PSGS policy.
   • Coordinate with buyers and suppliers to get accurate quotations.

6. Coordination with Suppliers:

   • Segregate MRs into local and overseas purchases and share with buyers and suppliers for quotations.
   • Coordinate with overseas suppliers regarding material availability, delivery periods, delivery modes, and payment terms.

7. Maintenance Supply Chain Coordination:

   • Work closely with the Maintenance Supply Chain Manager to confirm client or company back charges, correct spare parts, and contractual terms.
   • Provide technical suggestions and ensure proper spare parts sourcing.

8. Tracking Material Requests:

   • Keep track of material request statuses and provide regular updates to line management and site management.

9. Delivery Management:

   • Review delivery schedules to ensure the timely delivery of materials and products.
   • Process urgent material requests and manage delivery schedules, notifying site management if materials are unavailable locally.

10. Material Inspection:

    • Ensure materials are inspected as per MR specifications, including make, model, condition, and quantity, prior to delivery.

11. Daily Coordination:

    • Follow up daily with the coordinator to ensure timely submission of purchase orders.

12. Records Management:

    • Maintain accurate records of all business transactions and product inventories.

13. Cost Management:

    • Source the best possible pricing for quality products and ensure effective product sourcing from both local and international markets.

14. Negotiations:

    • Actively negotiate with suppliers regarding specifications, prices, quality, quantities, deliveries, packaging, and service discrepancies.

15. Supplier Selection:

    • Manage the supplier selection process, ensuring quality, service, delivery, cost, risk mitigation, and supplier capabilities meet the organization’s needs.

Key Competencies:

• Strong negotiation and communication skills.
• Knowledge of procurement processes and vendor management.
• Ability to analyze technical data and specifications.
• Proficiency in handling international and local procurement.

Document Title: Job Description
Document No.: IP-F-621-010-001-A
Issued by: HR Department
Approved by: Country HR Director