Procurement & Contract Admin Support

7 months ago

Dubai, United Arab Emirates Wood PLC Full time

Wood is currently sourcing for a Procurement & Contract Admin Support to strengthen our team in Dubai, UAE.

**Key Accountabilities and Responsibilities**
- Reviews and responds to incoming queries to the shared services in line with defined service level agreements.
- Carry out ad-hoc transactional support for the Purchase to Pay Process which could include sourcing, requisitioning, creation of Purchase Orders and all associated close-out activities.
- Follows all instructions, standard operating procedures, and checklists to completion. - Complete assigned tasks with accuracy using all available resources.
- Encouraged to participate in continuous improvement and recommend process efficiencies that they think may exist through feedback and experience.
- Works within defined processes and procedures, escalating where they do not exist for a particular situation.
- Maintains appropriate databases i.e., Wood Approved Supplier Document Register, master data for Oracle, BST and Deltek.
- Own and maintain data base for Materials Status Report containing key items i.e. Engineering request of material, status of material requisition, status of TBE / CBE / PO, progress status of materials, Delivery status.
- Own and maintain data base for Service Contracts containing key items i.e. Engineering work pack progress, WP issue status, proposal receipt status, Service PO award, Project completion status.
- Track and maintain database of Project Completion Notices, coordinate with project team members and Vendor / Contractor for review and approvals.
- Seeks clarity to solve problems.
- Communicates progress and clarifies process steps required to resolve queries.
- Produce regular scheduled or ad-hoc reports and data as requested.
- Focal point for all supplier information changes i.e., Checking supplier’s official company documents, Quality checking information received internally and externally and perform financial due diligence checks and escalate where required.
- Carry out all activity in accordance with the Wood Supply Chain Code of Conduct, ensure that all statutory and legal requirements and applicable processes and procedures are complied with and all documents are filed accurately and fully auditable.
- Understands and works to the Wood Financial Management Framework and uphold the Ethics & Compliance Standards

**Knowledge, skills and experience**:

- Any Graduation with a previous working experience in a similar role is a Must.
- 5-8 years’ experience in a contracts administration role in the oil and gas industry
- Previous experience in data entry and maintaining data integrity with confidential information.
- Previous experience of supporting the Purchase to Pay process.
- Preparing documents following templates and instructions to ensure accuracy.
- Strong skills in Excel and Word.
- Knowledge of ERP systems (Oracle preferred), and exposure to a shared service centre environment.
- Excellent document production and presentation skills.
- Problem solving within a range of processes.
- Excellent customer relationship skills
- Demonstrable experience of being able to prioritize and manage workload to achieve result.
- Working to tight deadlines whilst maintaining a high standard, quality of output
- Possess initiative & drive, with strong desire to continuously improve process and deliver within agreed objective/ Service Level.
- Previous experience in managing and allocating workflow.
- Good understanding & extensive experience of procurement and contract administration processes and principles
- Strong grasp of procedural requirements & necessity of providing an Audit Trail for Management purposes
- Ability to efficiently work with other groups to resolve issues
- Ability to adapt to tight deadlines, heavy workloads, and frequent changes in priorities
- Proficient in Microsoft Office suite of software programs

**Key Results**
- Personal attributes:

- Very strong attention to detail analysis - this is critical to the success of the role.
- Excellent communication skills are critical.
- Self-motivated with a flexible and adaptable approach, working tight deadlines whilst maintaining a High standard, quality of output.
- Ability to work effectively in a team and willingness to help others.
- Focused on delivering quality work.
- Strong organizational skills

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