Procurement Coordinator
Hayy Jameel, Jeddah, KSA

Job Description
The Procurement Coordinator is responsible for developing and managing supply chain processes, maintaining relationships with suppliers, negotiating costs, and reviewing and processing contracts and invoices from suppliers to ensure a timely and smooth payment process. The role is positioned within the Operations department but requires strong liaison and collaboration with colleagues across the organisation, especially those working in Finance and Programming.

Accountability

This role reports to the Head of Operations

Responsibilities and Duties

• Seek quotations and present options to the relevant departments in order to inform their decision-making process
• Negotiate pricing and sourcing details
• Manage vendor information and records in Microsoft Dynamics 365
• Gather and verify required vendor documents are up-to-date in Art Jameel’s records
• Support with an automated purchase order system (Microsoft Dynamics) and initiate purchase orders for all departments
• Conduct product and service quality appraisal and reporting
• Analyse supplier performance periodically and update Art Jameel’s Preferred Supplier List
• Act as the main point of contact with vendors
• Prepare annual plans for the purchase of equipment, services, and supplies
• Facilitate departmental requests for purchases, including IT and purchase card related ordering
• Verify delivered acquisitions and liaise with relevant team members on fixed asset designation
• Develop and implement recommendations for supply chain management optimisation
• Manage inventories and maintain accurate purchase and pricing records
• Assist finance team in processing and actioning payment processes
• Keeping track of purchase orders and invoices to ensure that all invoices have been paid
• Responsibility for custom clearance of shipments of goods, artworks and equipment in coordination with internal departments

Requirements

• 2 years experience working in a related role or function
• Degree in Business, Purchasing and/ or Supply Chain is highly desired
• Strong knowledge and background in KSA/UAE VAT laws and requirements
• Strong analytical skills to gather relevant data, challenge information, and ability to extract key findings to support decision making
• Experience placing online orders and handling urgent purchases as needed
• Experience dealing with KSA customs clearance and logistics related to importing and exporting goods
• Ability to work collaboratively and openly with various teams, and domestic and international vendors
• Strong demonstrable organisational and prioritisation skills
• Prior experience working with MS Dynamics 365 Purchase Order system preferred
• Fluency in written and spoken English and strong, accurate communication skills

Conditions of Work

This is a full-time position based in Jeddah, KSA

Benefits include

• Health insurance
• 25 days annual leave
• Revive days
• Biannual Training day