Contracts & Procurement Officer

Role Overview

This position is responsible for delivering a prompt, accurate, and efficient contracts and purchasing function for internal and external stakeholders, aligned with university policies and procedures. The role places particular emphasis on managing contracts and documentation for retail outlets, while ensuring purchases provide strong value and remain cost-effective.

Key Responsibilities: Contracts Management

• Prepare, examine, and update commercial and contractual documents for business units.
• Assess RFI and RFP submissions and compile cost proposals with supporting information for management review when needed.
• Handle negotiations and administration for contracts and cooperative agreements.
• Track financial activity linked to prime and subcontracted work, including closeout activities for contracts, subcontracts, and grants, and coordinate impacts with program managers.
• Ensure adherence to applicable regulations, including federal requirements, internal procedures, and ethical standards.
• Review and contribute to the contracts database and draft periodic reports for management approval.
• Evaluate customer terms and conditions, identify risks and cost implications, and recommend acceptable commercial positions to the department.
• Coordinate with project and technical teams so contracts accurately reflect the planned scope of work.
• Carry out pre-award and post-award reviews with internal stakeholders so contractual obligations are clearly understood and addressed.
• Negotiate and issue annual blanket purchase orders, master purchasing agreements, and annual service agreements.

Key Responsibilities: Purchasing

• Source a broad range of goods and services for both campuses from local and international suppliers in accordance with university policies and procedures.
• Interpret purchase requests, research supply options, and negotiate favorable terms based on user requirements.
• Review specifications during the enquiry stage to ensure they remain generic and appropriate.
• Evaluate supplier quotations and prepare bid summaries when required.
• Check and benchmark prices to compare estimated and budgeted figures with actual costs.
• Follow up on orders so goods and services are delivered within contractual timelines.
• Work with vendors to resolve discrepancies and damage claims, ensuring replacements match order specifications.
• Process amendments for quantity increases or decreases and order cancellations while maintaining accurate records.
• Coordinate with end users so vendor invoices sent for payment approval are not unnecessarily delayed.

Working Style and Stakeholder Interaction

• Work independently while dealing with a range of internal and external clients in a discreet and professional manner.
• Manage contracts-related and purchasing-related activities, including requests, tenders, queries, and correspondence.
• Operate under deadlines and time pressures while maintaining service quality.
• Continuously look for ways to improve operations, reduce turnaround time, simplify workflows, and support seamless customer service.
• Collaborate with colleagues across departments to complete the full contract cycle effectively.
• Communicate clearly and professionally with internal and external stakeholders.
• Coordinate with the Finance Department on matters connected to contracts.

Education and Experience

A bachelor’s degree in business or a closely related field 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 position within government or higher education is strongly preferred.

Preferred Knowledge and Skills

• Working knowledge of contracts and procurement processes.
• Strong computer literacy.
• Understanding of purchasing procedures.
• Ability to work in both Arabic and English is an advantage.

Benefits

The benefits package is described as highly attractive and includes tax-free competitive pay in the UAE, housing allowance, annual vacation flights for the employee and immediate family, education support for children, and healthcare coverage for the employee and sponsored family members.

Application Requirements

Applicants must submit the online application form together with a cover letter, an up-to-date CV, and the names and contact information of three professional referees. Only shortlisted candidates will be contacted for an interview. For any additional questions, contact [email protected].