Reports to: Director, Procurement
Purpose: The job holder implements scalable business processes and customer service standards to deliver efficient order processing.
Principal Accountabilities:
- Customer Relationship Management (CRM) for all general, grants and strategic purchases. Building excellent business's overall customer management capability in order to provide a high level of service and excellent customer experience
- Supplier Relationship Management (SRM) for all general, grants and strategic purchases, planning and managing all interactions with third party organizations that supply goods and/or services to the University in order to maximize The American University in Cairo (AUC) best benefit. Develop two-way mutually beneficial relationships with strategic supply partners to deliver greater levels of innovation and competitive advantage that could be achieved
- Procurement contracts management for all general, grants and strategic purchases. Supervise the end-user's requests fulfillment under contracted items/services, which requires close collaboration with various internal and external stakeholders
- The position requires a high degree of maturity, being conscientious and ethical to ensure control and proper expenditure of University funds
- Other related responsibilities: Participate in developing and implementing the procurement services/order fulfilment policies and procedures. Ensure adherence to the university policies and procedures, and any other related task within the role capacity
Order Fulfilment
- Develop a first-class service organization that responds effectively to inquiries and engenders trust from the University community
- Develop effective relationship with suppliers and other internal departments and respond effectively to inquiries
- Provide early forecast and align with the warehousing team the storage capacity
- Review purchase order claims and contracts for conformance to university policy
- Ensure a proper filing system of all local/International purchasing related documentation, as well as the related reports
- Responsible for preparing, overseeing and providing documents for audit purposes related to his/her area
- Reviews, analyzes and recommends solutions to complicated problems and transactions, in addition to the support in leading any new internal initiative project
- Assess regularly the risk areas (markets/vendors) and make recommendations that ensure business support
- Develop the demand plan of the central warehouses materials stock items
- Monitor, report and issue the supply chain office KPIs results
Customer Relationship Management (CRM)
- Maintain, develop and enhance all type of reports to ensure keeping updated records of all purchase orders whenever requested internally or externally
- Dealing with departments feedbacks, complaints and queries, ensuring working with the concerned team(s) to take proper actions, whenever needed; in addition to that, he/she will monitor the tracking report to measure the problem resolution lead time
- Reporting end-user feedback to support the further development of procurement strategy
- Ensure departments full awareness of the University procurement policies and procedures
- Keep the end-users updated with the requests statuses, by sending the purchase requisitions statuses updates on weekly basis or whenever needed
- Monitor and track customer satisfaction feedbacks after order delivery
- Align the requirements of the goods shipping, customs clearance and goods receiving with the logistics and receiving teams
- Support the buying team in the suppliers catalogues management
Supplier Relationship Management (SRM)
- Provide guidance to vendors ensuring successful registration on SAP and SAP-Ariba
- Train existing (if needed) and new vendors on the registration on SAP-Ariba
- Conduct the vendors prequalification assessment and performance post evaluation
- Manage disputes between vendors and customers/end-users
- Manage the placed orders follow up process with the vendors, from vendor order acknowledgment till vendor successful delivery of all the university orders accurately and timely
- Ensure applying vendor penalties with the controller's office according to the terms and conditions
- Follow up with the controller's office the acquisition of the LG (if any) and/or release of the advance payments
- Responsible for maintaining, developing and enhancing the vendors end-of-year performance evaluation process
- Manage the vendors quarterly, semi-annually and annually appraisal processes
- Lead vendors review meetings to share vendor performance level, and highlight any areas of concern or improvement, whenever needed. Ensure that suppliers perform in accordance with the agreed upon requirements
- Keep an updated database approved vendors list and reference documents
- Organize vendors by spend categories and circulate the database periodically for buyers and departments
- Follow up the vendor financial payment settlement
Suppliers Contracts Management
- Maintain copies of all approved legal contracts sourced through the Office of Procurement Services
- Supervise the end-user's requests fulfillment under contracted items/services
- Keep updated records of the contracts fundamental data for the ones sourced through the procurement office
Requirements:
Minimum education requirement:
- Bachelor's degree in a relevant field is a must
- SCM certification(s) is an asset
- MBA degree is an advantage
Experience:
- 15 years of experience in procurement within corporate and multinational companies
- Strong knowledge of supply chain management best practices
- SRM and CRM management experience is an asset
- Experience in a corporate environment is a must
- Global experience in multinational organizations is an asset
Skills:
- Strong Communication skills, analytical skills, leadership skills, working under stress, high level of tolerance, problem-solving, and diplomatic, strategic thinking
- Must have a demonstrated passion for excellent customer service and commitment to exceptional quality
- Excellent command of written and spoken English
- High knowledge of the local/International market, covering goods and services
- High organizational skills
- Excellent written and verbal communication skills
- Extensive negotiation skills
- Detailed-oriented with high numerical skills
- Professional user of ERP, knowledge of SAP-ARIBA is an advantage
- Good knowledge of business and financial issues
- Customer-oriented and diplomatic
- High capability to manage multitasks simultaneously
The position is open until April 22, 2025
Placement is based on the candidate's experience and skills. Only candidates who make it to the short list will be contacted
The American University in Cairo is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. Individuals with disabilities are encouraged to apply.
We thank all individuals who have expressed interest in working at The American University in Cairo.
