JOB PURPOSE

Undertake day to day category management tasks for strategic, high value and business critical Categories across relevant ADNOC Group reinforcing a culture of end to end Category Management including Strategic Sourcing and Procurement Excellence.

Create and coordinate cross-functional teams (10 - 30 members per category) resourced from ADNOC Group Companies. Apply ADNOC’s Category Management procedures to support the development and implementation of Category Management Strategies that are consistent with ADNOC’s values and business objectives.

Collaborate and utilize internal ADNOC Group analysis and Market Intelligence to reduce total ADNOC spend by coordinating procurement processes and managing supplier relationships.

Contribute in the improvement of inventory levels across the Group and assist with various operations and initiatives.ReviewHandle the full cycle for Category tender and is fully engaged as part of the end-to-end cycle for Framework Agreements. / process Contract Requests from Senior Specialist/ Specialist Category Management,The tender stages include steps such as initiate obtaining expression of interest / prequalification from companies for future tenders, develop End User Contract Requests into Requests for Tenders (RFT), obtains management approval of Bidder List, act as a focal point between End UserCategory Management, End-users and Bidders during the Tender Process, control the Tender Process from bid issue, handling bid clarifications, through to the bid submittal and technical & unpriced commercial evaluation phase, perform commercial evaluation, including determining negotiation strategy as applicable, prepares award recommendation for management approval, prepares contract award and related contract document for signature, assists Category and End User with kick-off meeting with appointed Contractor.

Provide support and advice to Category Management and End Users on evaluation criteria or evaluation methodology, plus various contractual and commercial arrangements, together with evaluating claims / requests for contract variations and maintains follow-up until close-out of the contract file.

Work in full compliance with ADNOC Group Contracts Procedures and ADNOC Group Category Management Procedures.

KEY ACCOUNTABILITIES

Job Specific

Category Management

Implement Category Management for nominated categories.
Establish cross-functional Integrated Category Management Teams (teams involving Technical & Procurement resources across the Group Companies) for the designated categories, to develop and implement Category Strategies which generate value and achieve financial savings. Agree the strategy with all relevant Stakeholders prior to implementation.
Create and execute Strategies for categories which align business plans, including:
Support prioritization of Group (common) Categories for the ADNOC Group
Gather historical spend, analyze pricing approach, develop demand-forecasted spend and perform inventory analysis.
Support refresh of an ADNOC category spend map and development of 12-month and 5-year Sector Strategy aligned with Business Plan objectives, in coordination with Planning Teams of ADNOC and Group Companies
Lead the efforts of product segmentation, simplification & standardization for the technical specifications among ADNOC Group.
Consult with Market Intelligence team and Perform Market & Suppliers analysis (e.g., cost drivers, market trends, competition, Supplier Profiles)
Identify and select relevant sourcing levers (e.g., specification rationalization, standardization, substitution, volume bundling, efficiency)
Use leading-practice procurement tools to develop and implement the Category Strategy such as Kraljic, Porter’s five forces and Purchasing Chessboard.
Develop savings opportunities and benchmark industry standards and practices to identify and drive opportunities
Develop Category Strategy options, analyze feasibility and drive value potential
Identify contracting strategies (call for tenders, frame agreements, long-term contracts, strategic partnership etc.)
Support Procurement Team in defining potential bidders
Agree on clear technical and procurement evaluation criteria, considering Total Cost of Ownership and ICV
Review Terms & Conditions and include Category-specifics KPIs to drive Supplier Performance
Utilize cost models, demand and market conditions to identify supplier negotiation levers
Drive the schedule to complete technical and commercial evaluation against the agreed plan. Work with Technical stakeholders to ensure timely close out of clarifications; support the updating of documentation resulting from Technical evaluation process.
Work with the Procurement / Contracts team to complete the Commercial evaluation, to include, close out of commercial clarifications, analysis of commercial bids, benchmarking, and relative competitiveness. Co-develop negotiation strategy for each bidder, and jointly lead Commercial negotiations with Bidders
Support relevant Procurement Team in developing Award Recommendation. Align key stakeholders to support award recommendation and presentations needed for final Approval with relevant Steering Committees and Tender Boards
Assure Issuance of Framework Agreement and Work Orders by Group Companies within agreed timeframes.
Monitor Supplier Performance during the execution phase and coordinate improvements as necessary at framework level.
Peer review on Category Management best practices.
Drive process consistency and leverage best practices and scale to deliver required quality, meet on-time delivery and cost optimization
Drive positive cultural changes, infusing value-addition and knowledge, and positively influencing decisions at all levels of the organization
Provide support and guidance to Integrated Category Management Team to ensure relentless focus on delivering exceptional results and advance a culture of operational excellence.
Cultivate a strong project management focus, set goals, monitor progress, and implement corrective actions as needed.
Adapt to changing market conditions, new business opportunities, and cost reduction strategies while always maintaining the required quality.

Planning

Provide input to the Combined Category Management plan requirements for the forthcoming year, to determine / identify specific aspects to be addressed by Category Management.
Attend and provide input to a joint meeting between Category Management Team and End User, to review and provide guidance on End User’s draft requirements.
Provide input to Category Team in respect of the Scope of Work and the Schedule of Fees/Pricing Schedule.

Pre-Tender

Review proposed work groups / product groups and extract the list of bidders to be invited for an EOI and support inclusion of bidders being recommended by Category Management Team, End User or from market knowledge who are not fully prequalified with ADNOC.
Support the establishment of Prequalification criteria.
Conduct the tender in Ariba for an Expression of Interest (EOI), Prequalification Exercise of interested Bidders in alignment with the Category Team.
Participate / review (as applicable) any EOI / Prequalification queries received from invited companies and as necessary, co-ordinate with Category Team and End User to obtain a written answer to queries raised. Depending on answer(s) received, determine whether answer is to be provided only to the company raising queries, or to all companies invited as an update to earlier scope information.
Receive, participate/review and compile EOI / Prequalification response from invited companies, prepare a standard correspondence memorandum for forwarding received information and documents to Category Team and End User for review or evaluation.
Review End User response to EOI / Prequalification exercise, due diligence, check that response aligns with information / documents received, with no anomalies – arithmetically check any prequalification evaluation scoring.
Support the Category Management Team in finalizing the cost estimates.

Request for Information (RFI)

Prepare the draft Framework Agreement with all the relevant Annexures (e.g., terms and condition to be selected from the General Procurement Initiative (GPI) portal, HSE requirements, Scope of Work, Schedule of Fees/Pricing Schedule, etc.)
Issue the draft Framework Agreement to the interested bidders,
Following issue of the RFI, co-ordinate, handle, arrange, prepare and record for transparency and audit purposes the following activities:
Receive Bidders’ request for Letter of Assistance (as applicable), share the Letter of Assistance with Bidders for them to process security passes for the forthcoming site visit.
Co-ordinate, arrange and attend with End User a pre-bid Meeting and Site Visit (if applicable), inform Bidders of the arrangements and procedures to follow.
Review and close the qualifications on Terms and Conditions, if any.
Bidder list and Strategy approval
Provide input to Category Team in respect of the award strategy.
Obtain Bidders List and Tender Strategy for approval by Management / Tender Board as per the Delegation of Authority.

Request For Tender (Technical and Commercial) (RFT)

The RFT is solely managed utilizing SAP Ariba system. RFT is either conducted in one (1) stage or in two (2) stages as agreed with the Category Team.
Upon receipt of approval of the Bidders List and Tender Strategy, prepares standard correspondence Bid invitation. Obtain Category Team approval prior issuance to the approved Bidders.
Ensure Bidders formally confirm receipt of Bid document.
Manage bid closing dates and applicable extension in co-ordination with Category Team.
Open Technical and Unpriced Commercial Bids in SAP Ariba.
Receive Bidder queries, segregate as to who provides an answer (i.e. End User, Procurement, Legal, Finance, etc.) and obtain formal written answers to queries raised. Depending on answer(s) received, determine whether answer is to be provided only to company raising the query, or more likely, to be issued to all Bidders as a tender Bulletin, and update the RFT as required, including obtaining Bidder confirmation of receipt.
Prepare standard correspondence informing End User the Technical Bids are available for evaluation and share all Technical Bid response.
Perform Unpriced Commercial Evaluation to review each Bid, for review / comment / concurrence as to issues to be addressed and closed with Bidders, or items to be addressed internally to Legal or Finance, for guidance regarding Bidder exceptions or deviations to the RFT.
Co-ordinate, handle, arrange, prepare and formally in writing record during the End User Technical Team Evaluation of Bids and prior to the Commercial Bid Evaluation, for transparency and audit purposes the following activities:
Receive, co-ordinate and consolidate End User requested Bid clarifications / queries, prepare individual Bid Clarification standard correspondence to each Bidder, including receiving and processing Bidders’ response to End User, or other Business Units.
If applicable, receive and co-ordinate End User request for a Bid Clarification Meeting or visit to Bidder’s Facility, including formally documenting Meeting / Site Visit arrangements, together with receiving and forwarding to End User any additional Bidder information submitted. All associated correspondence to Bidders or End User.
Ensure that the Tender documents including technical, evaluation criteria, commercial, contractual and legal aspects are aligned with the Category Strategy.
Support the tendering process to ensure that it is carried out effectively and economically and in compliance with Tender Board recommendations, and Company policy.
Support the commercial evaluation of offers in consultation with the end users in accordance with the approved ADNOC guidelines. Review and recommend on Bidders Lists / Awards / Amendments / Variations etc. for endorsement and to Management for approval.Review/ process Combined Category Management plan requirements for the forthcoming year, to determine / identify specific aspects to be addressed by End User when submitting a future Contract Request.
Attend and provide input to a joint meeting between Category Management Department personnel and End User, to review End User’s draft planned Procurement requirements, guiding End User as to future aspects to consider and address when submitting Contract Requests.
Formally submit a checklist of general and specific items that End User needs to address when submitting individual Contract Requests for Service or Work requirements, plus reconfirming whether an expression of interest or a prequalification exercise is to be initiated, so as to establish market interest in the future Tender.
Formally in writing, obtains a list of potential Bidders from ADNOC Supplier Management, together with checking that End User proposed Bidders are also registered with ADNOC Supplier Management and in a suitable work activity aligned with the scope of the future Bid.
Prepare a write-up to the Category Management Manager, describing and justifying that the work activity of the proposed Long List of potential Companies for an EOI / Prequalification Exercise is aligned to the scope of the future Bid.
Prepare a standard correspondence template invitation letter (prepared within the SAP Ariba system) for an Expression of Interest (EOI) or Prequalification Exercise, with the invitation letter reviewed by CSH and issued by the Category Management Manager.
Participate / review (as applicable) any EOI / Prequalification queries received from invited companies and as necessary, co-ordinate with End User to obtain a written answer to queries raised.
Receive, participate/review and compile EOI / Prequalification response from invited companies, prepare a standard correspondence memorandum for forwarding received information and documents to End User for review or evaluation.
Review End User response to EOI / Prequalification exercise, due diligence check that response aligns with information / documents received, with no anomalies – arithmetically check any prequalification evaluation scoring.
Receive End User Contract Request (CR) through SAP Ariba (as allocated by CSH), reviews content of CR against previously established checklist of items informed to End User as to information / documents to be submitted with CR and determine whether:-
1) the CR is accepted as being complete for Tender purposes, or
2) CR is to be rejected due to being incomplete (formally confirm to CSH / Category Management Manager to reject in SAP Ariba).
Prepare write-up listing CR missing information and documents to be submitted by End User; CSH to review and issue when rejecting submitted CR.
Receive End User updated Contract Request (CR) through SAP Ariba (as allocated by CSH) and as earlier, review content of updated CR against previously established checklist of items informed to End User, so as to confirm to CSH that CR can be accepted as complete for Tender purposes.
Prepare Contract Development Plan for the Tender and Award of Services / Works upon receipt of complete & acceptable CR, in co-ordination with SCH and in agreement with End User.
Prepare Recommendation for Bidders List and Tender Strategy for approval by Management / Tender Board as per the Delegation of Authority.
Determine in co-ordination with CSH the applicable Request for Tender (RFT) document to be selected from the General Procurement Initiative (GPI) suite of standard template RFTs and thereafter, using a Contracts Department checklist commence preparing and compiling the RFT from the CR documents for subsequent review by CSH and amendment as necessary.
Upon receipt of approval of the Bidders List and Tender Strategy, prepares standard correspondence Bid invitation within SAP Ariba system, for review / endorsement by CSH, followed by review and issue by Category Management Manager, with Bid document attached. Ensures Bidders formally confirm receipt of Bid document.
Review and endorse standard memorandum (to be review and issued by CSH) for forwarding RFT document to End User for review and reference during the Bid Period.
Following issue of the RFT and prior to the Bid submittal date, to co-ordinate, handle, arrange, prepare and formally in writing record for transparency and audit purposes the following activities:
Receive Bidders’ request for Letter of Assistance (as applicable), review and endorse standard memorandum to Group Services & Special Tasks Function (Group S&A) requesting Letters, receive Letters from Group S&A and review and endorse standard letter informing Bidders to collect and process security passes for the forthcoming site visit.
Follow Contracts Department checklist to co-ordinate and arrange with End User a Bid Clarification Meeting and Site Visit, together with inform Bidders of the arrangements and procedures to follow. Attends Bid Clarification Meeting and Site Visit.
Receive Bidder queries through the SAP Ariba system, segregate as to who provides an answer (i.e. End User, Procurement, Legal, Finance, etc.) and obtain formal written answers to queries raised. Depending on answer(s) received, determine whether answer is to be provided only to company raising the query, or more likely, to be issued to all Bidders as a Bid Bulletin through SAP Ariba so as to update the RFT as required, including obtaining Bidder confirmation of receipt.
Receive and open Technical and Unpriced Commercial Bids in SAP Ariba.
Prepare standard correspondence informing End User the Technical Bids are available for evaluation and listing the Technical Bid response, plus detailing aspects the End User Technical Team are to address during the evaluation.
Perform Unpriced Commercial Evaluation using Contracts Department Checklist to review each Bid, with the completed Checklist forwarded to CSH for review / comment / concurrence as to issues to be addressed and closed with Bidders, or items to be addressed internally to Legal or Finance, for guidance regarding Bidder exceptions or deviations to the RFT.
Receive Technical Evaluation Report issued by End User Function Manager, review Report and carry-out “Due diligence checks” as per Contracts Department Checklist,. If corrections, shortfalls or anomalies are found, communicate with Category Team to prepares standard correspondence memorandum to End User highlighting said matters, in order for End User to correctclarify / revise the Technical Evaluation Report.
Receive and oOpen Commercial Bids in SAP Ariba.
Performs Commercial Evaluation, plus incorporating In-Country Value (ICV) component using Contract Division Checklist guidelines and prepares Commercial Summary Sheet, together with determining the potential negotiation strategy and proposed sequence of negotiation meetings with Bidders, for CSH/Category Management Managerteam review and concurrence / comment as to proposed negotiation meetings.
Arrange Commercial Bid Mmeetings with Bidders, review standard correspondence letters formally confirming meeting time, date, location, procedures, etc.
Attend and provide support to Category Management Department personnelteam during the Commercial Bid Meeting with individual Bidders and upon Bidder’s reply to the negotiations, review and update the Commercial Evaluation Summary Sheet for further review by CSH and Category Management Manager.
Award
Prepare Award Recommendation for Award of Services / Works for approval by Management / Tender Board as per the Delegation of Authority.
Create the ZFWA reference in SAP.
Execute Letter of Award (LOA), if applicable, utilizing the ZFWA reference number:
LOA Prepare Letter of Award (LOA) as per standard correspondence template , as per applicable GPI standardsregisters Contract in SAP to obtain Contract Number, upon receipt of Award approval, to be forwardissue LOAs for ADNOC delegated signature and then issue to arranges for Contractor’s.
Obtain confirmation that Contractor received the LOA. collection and confirmation of receipt.
Upon return of one (1) No. fully signed Letter of Award (LOA) from Contractor, review and check that LOA is correctly executed, review and endorse standard correspondence memorandum distributing LOA to End User, and Category Management and Finance; CSH to review and issue memorandum.
Execute Framework Agreement utilizing the ZFWA reference number:
Prepare Framework Agreement Contract Document , (in co-ordination with Category Team and End User as necessary,) through consolidating Tender Bulletins, Bidder’s Technical Bid submittal and Bidder’s replies to Tender Clarifications into the original RFT document, using Contracts Department Checklist guidelines, for review and checking by CSH.
Review / endorse standard correspondenceObtain endorsement of the forwarding Final Framework Agreement Documentdraft by to End User Unit Manager for review / concurrence and Category Management team.
Review Category Team and End User Unit Manager’s concurrence (or comments) and update Framework Agreement, if comments are technically correct and / or contractually acceptable.
Arrange for 2No. Original Framework Agreements to be printed, then page checks and initials each page of both Framework Agreements. Review / endorse standard correspondence letter iIssueing to Contractor and obtain signed e-copy of Framework Agreements toby Contractor for signature; CSH to review and issue letter if award has previously been confirmed by a Letter of Award, otherwise letter issuing Framework Agreements will need to be signed by ADNOC’s delegated signatory, ensuring. that it has been correctly executed by Contractor.
Review Contractor’s 2No. signed original Framework Agreement documents against Contracts Department checklist toObtain ensure Framework Agreements have been correctly executed by Contractor. Arrange for internal circulation for ADNOC signature as per Delegation of Authority on the Framework Agreement. and thereafter:
Issue fully executed copy to Contractor, Category Management team and End-users. Review / endorse standard letter issuing 1No. fully signed Framework Agreement to Contractor; CSH to review and issue letter. Obtain contractor confirmation of receipt of Framework Agreement.
Review / endorse standard regret letter informing unsuccessful Bidders of the close of the Bid process.
Release the ZFWA reference in SAP upon execution of the Framework Agreement.
Support the Category Management team and thePrepare and follow Contracts Department Checklist of items to be raised / addressed with End User’s Contracts Administrator prior to the Kick-off meeting with the appointed Contractor, together with those items to be raised / addressed to the appointed Contractor by the Contracts Administrator during the Kick-off Meeting.
CSH & Category Management Manager to be kept informed of Contracts Administrator’s arranged Kick-off meeting, should there be a need to attend.
Post-Award
Receives End User and Category Management team Contract Rrequest (as allocated by CSH) for commercial evaluation of an ADNOC generated Variation or a Contractor submitted Claim to the Framework Agreement. ; Obtain End User’s concurrence to Variation/Claim technical elements and that an approved budget is available. Obtain Management/ Tender Board approval and formalize the Variation to the Framework Agreement with Contractor.
Track progress of Framework Agreement duration, spend against the Framework Agreement, in order to initiate reminder to Category Team and End User’s Contracts Administrator, regarding the time period, potential additional funds and any other requirements for implementing optional years, requesting extensions of Framework Agreement, confirming the completion certificates are to be issued as per the Framework Agreement Completion date, with no Liquidated Damages applicable.

Contract Management

Support Procurement Team in the development of framework agreements in line with the company procedures and policy and advise on the formulation and applicability of the contractual terms and conditions.
Develop and roll out Framework Agreement implementation plan with Group Companies.
Support the respective stakeholders in review and evaluation of Change Orders and claims and ensure the submission of the appropriate recommendations.
Support the mutual trust and cooperation with local business community and suppliers to ensure a fair distribution of business opportunity by exhibiting transparency and sound business ethics.
Advise and support end users on the various development stages of the respective contracts.
Ensure execution and implementation of Work Orders by the group and build effective relationship management.

Supplier Management

Manage the relationship with the key suppliers within their Categories.
Effectively deploy Supplier Management across their Categories and Framework Agreements to deliver identified value from the sourcing process and incremental value through the contract lifecycle management.
Develop the Supplier Management Plan and secure Senior Management sign off.
Prepare for supplier performance review meetings across their Categories.
Work with Integrated Category Team members in Group Companies and ADNOC Functions to develop reporting structures that provide timely data against KPI’s to support the measurement of supplier performance relative to their Categories by the Supplier Performance Team.

ICV

Work with the ICV Team to deliver ICV opportunities within their Categories.

Generic

Supervision

Accountable forPlan, supervise and coordinate all activities in the assigned area to meet functional objectives.
Train and develop the assigned staff on relevant skills to enable them to become proficient on the job and deliver the respective business objectives.

Budgets

Provide input for preparation of the Function / Division / Department / Section budgets, assist in the implementation of the approved Budget, and work plans to deliver business objectives.
Investigate and highlight any significant variances to support effective performance and cost control.

Policies, Systems, Processes & Procedures

Work in full compliance with ADNOC Group Contracts Procedures and ADNOC Group Category Management Procedures.
Implement approved Function/ Division/ Department/ Section policies, processes, systems, standards and procedures in order to support execution of the work programs in line with Company and International standards.

Performance Management

Contribute to the achievement of the approved Performance Objectives for the Function/ Division / Department/ Section in line with the Company Performance framework.

Innovation and Continuous Improvement

Design and implementRecommend new tools and techniques to improve the quality and efficiency of operational processes.
Identify improvements in internal processes against best practices in pursuit of greater efficiency in line with best industry standards in order to define intelligent solutions for issues confronting the function.

Health, Safety, Environment (HSE) and Sustainability

Comply with relevant HSE policies, procedures, controls, applicable legislation, and sustainability guidelines in line with international standards, best practices and ADNOC Code of Practices.

Reports

Provide inputs to prepare MIS and progress reports for Company Management.

COMMUNICATION & WORKING RELATIONSHIP

Internal

Regular contacts with Category Management Team, the Lead Category Management Head, Category Management and Department Manager.
Regular contacts with user Directorates, all other applicable functions as needed to complete activities. within Procurement, Category Management teams.

External

Occasional contact with Government organizations and entities to establish and maintain relationships or to obtain necessary clearances.
Regular contact with Contractors/Consultants/Suppliers on matters related to acquisition of services and with service companies.

QUALIFICATIONS, EXPERIENCE, KNOWLEDGE & SKILLS

Minimum Qualification

Bachelor’s degree in Engineering, Finance, Supply Chain, Business Administration or equivalent.

Minimum Experience & Knowledge & Skills

6 years of relevant experience in Procurement, of 3 years in Category Management, preferably in Oil & Gas.
Excellent Analytical, Commercial Analysis and Problem-solving skills
Good knowledge of Microsoft tools (Excel, Word and Powerpoint), and SAP tools
Ability to collaborate across functions and group companies
Project Management skills
Excellent Communication and Persuasion abilities
Ability to work autonomouslywith minimal supervision
Ability to lead Integrated Category Management teams within a multicultural environment.
Commercial Acumen and negotiation skills

Professional Certifications

CIPS is desirable

Senior Officer, Strategic Sourcing @ ADNOC

About this role