Procurement Assistant

The Procurement Assistant plays a pivotal role in supporting the efficient and cost-effective acquisition of goods and services that enable MBZUAI to deliver on its academic and operational objectives. Reporting to Senior Specialist-Sourcing, the Procurement Assistant will execute the day-to-day procurement processes, ensuring compliance with the university's policies and industry’s best practices. By collaborating closely with internal stakeholders, the Officer will identify business needs, prepare procurement documentation, and coordinate the selection of suitable vendors. Leveraging strong analytical skills, the Officer will evaluate bids, negotiate favorable terms, and process purchase orders to facilitate timely delivery. Maintaining accurate records and providing regular status updates, the Procurement Assistant will contribute to the Procurement team's efforts to enhance transparency, accountability, and continuous improvement within the university's procurement function. Through this role, the Procurement Assistant will develop a comprehensive understanding of procurement strategies and contribute to MBZUAI's pursuit of operational excellence. Key Responsibilities Procurement Execution: - Manage the end-to-end procurement process for a diverse range of goods and services, ensuring compliance with the university's policies and procedures - Prepare tender documents, requests for quotations, and bid specifications, outlining clear technical and commercial requirements - Evaluate bids and proposals objectively, assist the senior procurement team in negotiating favorable terms and conditions with suppliers to secure the best value for the university - Generate and process purchase orders, monitoring order fulfilment to ensure timely delivery Stakeholder Collaboration: - Work closely with internal stakeholders, such as academic departments, research centers, and administrative units, to understand their procurement needs and develop tailored solutions - Maintain strong relationships with key suppliers and vendors, fostering open communication and a collaborative partnership approach - Assist in the development and implementation of procurement strategies that support the university's overall strategic objectives Data Analysis and Reporting: - Gather, analyze, and interpret procurement data to identify cost-saving opportunities, optimize supply chains, and recommend process improvements - Prepare comprehensive reports and presentations for management, highlighting key performance indicators, potential risks, and recommended actions - Contribute to the continuous enhancement of procurement policies, procedures, and best practices based on industry benchmarks and internal feedback Procurement Transformation - Collaborate with the Procurement Specialist and the Head of Contracts to develop and implement innovative procurement initiatives that enhance the university's competitive edge - Explore emerging technologies and digital solutions to automate procurement processes, improve efficiency, and enable data-driven decision-making - Participate in the review and refinement of the university's procurement roadmap, ensuring alignment with MBZUAI's long-term strategic goals Continuous Improvement - Identify and implement process improvements to enhance the overall effectiveness and efficiency of the procurement function - Contribute to the development and implementation of key performance indicators to measure the success of procurement initiatives Academic Qualifications Required - Bachelor’s degree in supply chain management, Procurement, Business Administration, or a related field Professional Experience Required Essential: - 5-7 years of experience in procurement, supply chain, or contract management in a similar role within the higher education or public sector. - Demonstrated experience in executing procurement processes, including sourcing, bidding, and vendor management - Proficiency in interpreting and applying procurement policies, procedures, and regulations - Strong analytical skills and ability to utilize data to support decision-making - Effective communication and stakeholder management skills. Preferred: - Experience working in a university or research-oriented environment - Knowledge of procurement best practices in the higher education or public sector - Familiarity with procurement technologies and automation tools - Involvement in implementing process improvements and driving continuous optimization - Understanding of budget management and forecasting

Academic Qualifications Required: Bachelor’s degree in supply chain management, Procurement, Business Administration, or a related field. Essential Professional Experience: 5-7 years of experience in procurement, supply chain, or contract management in a similar role within the higher education or public sector. Demonstrated experience in executing procurement processes, including sourcing, bidding, and vendor management. Proficiency in interpreting and applying procurement policies, procedures, and regulations. Strong analytical skills and ability to utilize data to support decision-making. Effective communication and stakeholder management skills. Preferred: Experience working in a university or research-oriented environment; Knowledge of procurement best practices in the higher education or public sector; Familiarity with procurement technologies and automation tools; Involvement in implementing process improvements and driving continuous optimization; Understanding of budget management and forecasting.

Procurement Execution: Manage the end-to-end procurement process for a diverse range of goods and services, ensuring compliance with the university's policies and procedures; Prepare tender documents, requests for quotations, and bid specifications, outlining clear technical and commercial requirements; Evaluate bids and proposals objectively, assist the senior procurement team in negotiating favorable terms and conditions with suppliers to secure the best value for the university; Generate and process purchase orders, monitoring order fulfilment to ensure timely delivery. Stakeholder Collaboration: Work closely with internal stakeholders, such as academic departments, research centers, and administrative units, to understand their procurement needs and develop tailored solutions; Maintain strong relationships with key suppliers and vendors, fostering open communication and a collaborative partnership approach; Assist in the development and implementation of procurement strategies that support the university's overall strategic objectives. Data Analysis and Reporting: Gather, analyze, and interpret procurement data to identify cost-saving opportunities, optimize supply chains, and recommend process improvements; Prepare comprehensive reports and presentations for management, highlighting key performance indicators, potential risks, and recommended actions; Contribute to the continuous enhancement of procurement policies, procedures, and best practices based on industry benchmarks and internal feedback. Procurement Transformation: Collaborate with the Procurement Specialist and the Head of Contracts to develop and implement innovative procurement initiatives that enhance the university's competitive edge; Explore emerging technologies and digital solutions to automate procurement processes, improve efficiency, and enable data-driven decision-making; Participate in the review and refinement of the university's procurement roadmap, ensuring alignment with MBZUAI's long-term strategic goals. Continuous Improvement: Identify and implement process improvements to enhance the overall effectiveness and efficiency of the procurement function; Contribute to the development and implementation of key performance indicators to measure the success of procurement initiatives.