Procurement Officer

Role overview

The Procurement Officer supports an efficient, accurate, and timely contracts and purchasing service for internal stakeholders in line with university policies and procedures. The role places strong emphasis on vendor management and on ensuring every purchase delivers good value and remains cost-effective.

General purchasing

• Source and buy a wide range of goods and services for both campuses from local and overseas suppliers, following university by-laws.
• Procure items such as computer hardware, software, consumables and accessories, audio-visual equipment, office equipment, classroom and office furniture, lab equipment, printing materials, stationery, textbooks, periodicals, vehicles, building materials, renovation services, equipment and vehicle rentals, and insurance coverage including public liability, fire, burglary, and vehicle policies for both campuses.
• Review purchase requests, identify supply options, and negotiate the most suitable commercial terms while meeting user requirements.
• Check specifications carefully to ensure they are generic during the enquiry stage and seek clarification from the end user whenever needed.
• Request quotations according to the purchasing method approved by the Director or line manager, examine vendor quotes, prepare bid summaries, and make recommendations where appropriate.
• Compare and validate pricing using historical records, published web prices, and discussions with end users so that estimated and actual costs can be assessed accurately.
• Follow up on orders to make sure goods and services arrive within contractual timelines and keep end users informed of delivery status.
• Coordinate with vendors on shortages, discrepancies, and damage claims so replacements are provided according to order specifications.
• Process amendments for quantity increases or reductions and for order cancellations while keeping records accurate at all times.
• Work with end users so that vendor invoices submitted for payment approval are not delayed without valid reason.
• As requested by the line manager, compile and retain the full transaction history for specific purchases for audit or presentation purposes.
• Respond to vendor and client enquiries as needed.

Tender management

• Prepare tender documents with technical specifications, conditions, bill of quantities, opening date, validity period, payment terms, and guarantee terms as instructed by the Director or line manager.
• Track tender closing dates and ensure opening sessions take place on the closing day.
• Receive tender submissions and maintain the required record before the opening session.
• Forward all tenders, along with the relevant records, to the tender opening committee.
• Send technical documents and catalogues to the designated technical committee for evaluation and address any clarification requests raised by evaluators.
• After technical evaluation is received from the end user, open commercial envelopes and prepare the bid summary.
• On instruction from the Director or line manager, prepare orders or letters of intent.
• Draft blanket orders in accordance with standards, procedures, and university by-laws.
• Collect performance bonds and bank guarantees, route them through Finance for safekeeping, and return bonds to unsuccessful vendors when required.
• Monitor contract delivery and completion timelines and coordinate with the Contracts Specialist when delays occur.

Systems, records, and compliance

• Use Tejari.com confidently to create and issue requests for quotations.
• Work effectively with the Banner purchasing module to process purchase requisitions and purchase orders in line with established procedures.
• Protect the confidentiality of purchasing information and avoid sharing it with any party unless authorized by the Director or line manager.
• Maintain strong working knowledge of the university by-laws and purchasing terms and conditions.
• Cover Storekeeper duties when required and remain familiar with those responsibilities.
• Identify procurement risks, take steps to reduce them, and escalate issues when needed so the institution can meet obligations and capture business opportunities.
• Keep procurement records current and prepare reports on procurement and contract activity to support compliance and ensure information is accessible.
• Perform other related duties as assigned.

Working style and collaboration

• Work independently while handling multiple clients, requests, tenders, queries, and correspondence with professionalism and discretion.
• Operate under deadlines and time constraints while coordinating the full purchasing cycle.
• Collaborate closely with the Director or line manager, the C&P team, department colleagues, and Finance to ensure invoices are paid and procurement activity closes smoothly.
• Communicate clearly and professionally with both internal and external stakeholders.

Education and experience

A bachelor’s degree from an accredited institution is required, along with at least 2 years of relevant professional experience, or an equivalent mix of education and experience. Prior experience in a similar role within a government or higher education environment is highly preferred.

Additional requirements

• Strong computer proficiency is essential.
• Knowledge of purchasing procedures is preferred.
• Bilingual ability in Arabic and English is an advantage.

Competencies

• Clear, collaborative verbal and written communication
• Strong customer and service orientation
• Initiative and results-driven execution
• Interpersonal effectiveness and relationship building
• Technical and job knowledge with a willingness to learn