Contracts & Procurement Executive

The **Contracts & Procurement Executive** will manage the entire procurement process, from the finalization of subcontracts and procurement of materials and goods to the hiring of necessary services, all within the defined project budgets and in compliance with company procedures. This role is vital in ensuring that all materials, services, and subcontractors are acquired on time, at the best possible prices, and meet the required quality standards for construction projects. The individual will ensure smooth contract management, adherence to procurement processes, and control over costs, contributing to the overall financial health and success of the projects.

**Key Responsibilities**:
**1. Finalization of Subcontracts**:

- **Subcontractor Pre-qualification & Selection**: Identify and evaluate potential subcontractors based on criteria such as quality, reputation, financial stability, and compliance with safety standards. Engage with the legal and project teams to finalize selection.
- **Negotiation**: Lead the negotiation process with subcontractors to secure favorable terms that ensure cost-effectiveness, timely delivery, and high-quality service.
- **Preparation of Subcontracts**: Prepare, review, and finalize subcontract agreements, ensuring that all contractual terms and conditions are clearly defined, including scope, deliverables, timelines, quality standards, and payment terms.
- **Variation Management**: Manage any variation orders or changes to the scope of work, ensuring all amendments are documented and approved by all relevant parties.
- **Tender & Budgets**: Update the Tender Event Schedule periodically and ensure appointment of subcontractors to meet the overall project schedules. Also update Cost report to show the Committed Costs versus the budgets.

**2. Procurement of Materials & Goods**:

- **Procurement Planning**: Develop and execute procurement plans based on the project timeline, ensuring timely availability of materials, equipment, and supplies for construction work.
- **Vendor Sourcing**: Identify and evaluate suppliers and vendors for construction materials, tools, and equipment. Ensure that suppliers meet the project’s technical and safety standards while providing competitive pricing.
- **Procurement Process Management**: Oversee the entire procurement process, from issuing requests for quotations (RFQs) to negotiating contracts, creating purchase orders, and tracking deliveries to ensure timely arrival of goods.
- **Budget Control**: Manage procurement activities within the allocated project budget. Regularly track expenditures and identify cost-saving opportunities while maintaining the required quality and timeline.
- **Material Quality Assurance**: Ensure that all procured materials and goods meet the required specifications, quality standards, and are sourced from reliable and compliant vendors.
- **Inventory Management**: Track and monitor material inventory for ongoing projects to prevent stock-outs or overstocking, ensuring smooth project continuity.

**3. Hiring Services (Subcontracted Services)**:

- **Service Identification**: Identify, source, and engage subcontractors and service providers for various construction-related services (e.g., transportation, labor, equipment rental, waste disposal).
- **Contract Negotiation for Services**: Negotiate terms and conditions for hiring services, ensuring alignment with project timelines and budget constraints.
- **Vendor Management**: Build and maintain relationships with service providers, ensuring that the services delivered are of the highest quality and are completed on schedule.
- **Service Performance Monitoring**: Monitor the performance of subcontracted services, ensuring compliance with contracts and the required project specifications. Address performance issues promptly and work toward resolution.
- **Documentation**: Ensure proper documentation of all contracts and agreements related to hired services, including scope, pricing, terms, and delivery conditions.

**4. Budget Management & Cost Control**:

- **Procurement Budgeting**: Work with the respective project manager/ / Operations Head to prepare and control procurement budgets, ensuring that all materials, goods, and services are procured within the allocated project budget.
- **Cost Reporting**: Track procurement expenses and provide regular reports on cost performance against the budget. Report any deviations and recommend corrective actions as needed.
- **Cost Optimization**: Identify opportunities for cost savings in procurement and subcontractor negotiations without compromising on quality or project timelines.

**5. Contract and Process Compliance**:

- **Procurement Procedures**: Ensure all procurement and contracting activities follow the company's internal policies, industry regulations, and legal requirements. Maintain up-to-date knowledge of procurement regulations and trends.
- **Legal Compliance**: Ensure that all procurement contracts comply wi