Specialist, Expediting

JOB PURPOSE / OBJECTIVE The position holder is responsible for Expediting the Purchase Orders/Packages assigned by the PPM/Division Head-Expediting, ensure timely delivery of the materials at the required destination in accordance with IMI policies and procedures, to secure the quality and timely delivery of materials and services. KEY ACCOUNTABILITIES • Examine and ensure that the purchase orders assigned are acknowledged by supplier, PO Promised dates along with deliverables & FAT/ Inspection activities are achievable, resulting in aligned expectations • Develop an Expediting follow up plan based on the complexity of the Purchase order, enhancing tracking efficiency. • Determines Incoterms and Payment Milestones (LC/CAD/ABG/PBG) to initiate manufacturing at supplier facilities, leading to streamlined process. • Coordinate with Supplier and the Project Team to ensure that Package dossier requirements (GAD, ITP, Production Schedule, Quality package and Final Dossier) that are specified in the Purchase order are delivered in accordance with the agreed schedule, ensuring compliance with contract specifications. • Monitor and expedite missing or returned documents/drawings from Suppliers/contractors and Engineering/Operations on timely basis, maintaining timely processing to avoid delays. • Establish weekly Expediting, OSD and E&P meetings with internal stake holders when required and monitor the ROS against critical Packages, ensuring construction needs are met • Closely track the Manufacturers production schedule i.e. Gantt Chart and identify delivery improvement opportunities. Identify critical path, early detection of delays & mitigation plan, ensuring on-time performance. • Maintain and update data in the relevant systems to ensure accurate tracking of project materials progress • Acquire weekly or Bi-weekly progress reports on the materials/services, facilitating transparency in production update and material planning. • Monitor, control & mitigate issues that may impact the manufacturing, Inspection & Delivery, ensuring project timelines remain intact. • Escalate issues promptly to Supplier senior management and IMI team seeking alternative solutions to maintain the momentum. • Maintain an action list from the project meetings to provide updates and status of materials/services flow, enhancing transparency and accountability • Identify disruptions in the supplier/contractor submission and delivery schedules through regular progress meetings, facilitating timely intervention. • Communicate regularly with assigned suppliers, ensure the latest delivery information is updated and relayed to the project team, keeping the project schedule current. • Collaborate with suppliers and project team to create recovery plan if slippage occurs in delivery schedule, ensuring project timelines are met. • Coordinate with IMI warehouse/project team to ensure GRN/SES is completed and posted in ERP system, maintaining accurate inventory records. • Facilitate communication between supplier/contractor and IMI finance on various payment methods and Bank guarantees, ensuring timely release of project milestone payments. • Work with logistics team to arrange Shipments from the Suppliers to ensure smooth logistics operations. • Adopt a proactive approach to problem solving, addressing issues before they escalate. • Collaborate with Buyer, Senior Expeditor / Division Head-Expediting, PPM and PM adapting to changes, ensuring project critical material requirements are met. • Manage Purchase order volume with shorter lead times for fast paced projects (MRO), enhancing responsiveness to project needs. • Update & Share weekly Expediting Schedule with relevant stakeholders, keeping everyone informed of materials status Requirements: QUALIFICATIONS & EXPERIENCE Education • Bachelor’s degree in Engineering or Business Administration or Equivalent Professional Qualifications (Certifications & Accreditations) • Certification in Procurement or related field will be added advantage Competencies (Knowledge, Skills & Abilities) • Planning & Organizing - Apt at developing long and short-term plans. Ability to manage multiple tasks and prioritize effectively to ensure timely delivery • Communication – Excellent communication is the key to communicate with Suppliers, Field Expeditors, Internal & External customers • Problem-Solving: Capable of quickly identifying issues and developing solutions to prevent delays • Attention to Detail: Ensure accuracy in order execution, shipment tracking, Delivery, GRN, Payments and managing documentation • Negotiation: Ability to negotiate with suppliers to secure favorable terms and resolve conflicts • Time Management: Efficiently managing time to meet deadlines and handle unexpected challenges • Supplier Relationship: Skillful in building and maintaining relationship with suppliers to meet IMI standards • ERP Proficiency: Experience in working with ERP to manage

Examine and ensure that the purchase orders assigned are acknowledged by supplier, PO Promised dates along with deliverables & FAT/ Inspection activities are achievable, resulting in aligned expectations; Develop an Expediting follow up plan based on the complexity of the Purchase order, enhancing tracking efficiency; Determines Incoterms and Payment Milestones (LC/CAD/ABG/PBG) to initiate manufacturing at supplier facilities, leading to streamlined process; Coordinate with Supplier and the Project Team to ensure that Package dossier requirements (GAD, ITP, Production Schedule, Quality package and Final Dossier) that are specified in the Purchase order are delivered in accordance with the agreed schedule, ensuring compliance with contract specifications; Monitor and expedite missing or returned documents/drawings from Suppliers/contractors and Engineering/Operations on timely basis, maintaining timely processing to avoid delays; Establish weekly Expediting, OSD and E&P meetings with internal stake holders when required and monitor the ROS against critical Packages, ensuring construction needs are met; Closely track the Manufacturers production schedule i.e. Gantt Chart and identify delivery improvement opportunities; Maintain and update data in the relevant systems to ensure accurate tracking of project materials progress; Acquire weekly or Bi-weekly progress reports on the materials/services, facilitating transparency in production update and material planning; Monitor, control & mitigate issues that may impact the manufacturing, Inspection & Delivery, ensuring project timelines remain intact; Escalate issues promptly to Supplier senior management and IMI team seeking alternative solutions to maintain the momentum; Maintain an action list from the project meetings to provide updates and status of materials/services flow, enhancing transparency and accountability; Identify disruptions in the supplier/contractor submission and delivery schedules through regular progress meetings, facilitating timely intervention; Communicate regularly with assigned suppliers, ensure the latest delivery information is updated and relayed to the project team, keeping the project schedule current; Collaborate with suppliers and project team to create recovery plan if slippage occurs in delivery schedule, ensuring project timelines are met; Coordinate with IMI warehouse/project team to ensure GRN/SES is completed and posted in ERP system, maintaining accurate inventory records; Facilitate communication between supplier/contractor and IMI finance on various payment methods and Bank guarantees, ensuring timely release of project milestone payments; Work with logistics team to arrange Shipments from the Suppliers to ensure smooth logistics operations; Adopt a proactive approach to problem solving, addressing issues before they escalate; Collaborate with Buyer, Senior Expeditor / Division Head-Expediting, PPM and PM adapting to changes, ensuring project critical material requirements are met; Manage Purchase order volume with shorter lead times for fast paced projects (MRO), enhancing responsiveness to project needs; Update & Share weekly Expediting Schedule with relevant stakeholders, keeping everyone informed of materials status