Contracts Specialist

Job Description

Requisition ID: 269561 

• Relocation Authorized: National – Single 
• Telework Type: Full-Time Office/Project 
• Work Location: Al-Kharj 

Company Overview:

Since 1898, we have helped customers complete more than 25,000 projects in 160 countries on all seven continents that have created jobs, grown economies, improved the resiliency of the world’s infrastructure, increased access to energy, resources, and vital services, and made the world a safer, cleaner place.
Differentiated by the quality of our people and our relentless drive to deliver the most successful outcomes, we align our capabilities to our customers’ objectives to create a lasting positive impact.
We serve the Infrastructure; Nuclear, Security & Environmental; Energy, and Mining & Metals markets. Our services span from initial planning and investment, through start-up and operations. Core to Bechtel are our values – ethics, safety, quality, people, culture, relationships, innovation and sustainability, and our covenants – integrity, respect, collaboration, trust, and delivery. They are what we believe, what customers can expect, and how we deliver.

SAUDI ARABIAN MILITARY INDUSTRIES (SAMI)

Project Information: 

Saudi Arabian Military Industries (SAMI) is a national holding company owned 100% by the Public Investment Fund (PIF), a sovereign wealth fund owned by the Kingdom of Saudi Arabia (KSA). SAMI was established in May 2017 to develop the military industrial infrastructure necessary to help the Saudi Vision 2030 aim of localizing military spending to at least 50% by the end of the decade. It commenced operations in January 2018. SAMI is working with numerous Original Equipment Manufacturers (OEMs) and local contractors to establish the military industrial infrastructure across the Kingdom. It is organized into 5 Divisions: Aeronautics, Defense Electronics, Land Systems, Weapons & Missiles and Emerging Technologies; Naval interests are covered within the Weapons & Missiles portfolio. Bechtel was contracted in August 2020 to provide a Facility Management Team (FMT) to develop and implement a Facility Masterplan to help align SAMI`s programs. This has led to the opportunity to provide a Project Management/Construction Management (PM/CM) team (approximately 90 strong) to manage the design and construction of a major military industrial facility near Riyadh over the next 3-4 years 

SUMMARY:

Performs tasks involved in the formation and administration of purchase orders. Communicates with suppliers and personnel within Bechtel to establish clear definition of requirements and to assure performance to purchase order terms and conditions. Prepares bidder pre-qualification, bidder lists, bid solicitation, bid analysis, makes commitments, and administers purchase orders.  

JOB DIMENSIONS:

Supervision Received 

Reports to and receives operational direction from the Purchasing Supervisor. At jobsite locations, reports to and receives operational direction from the Project Field Procurement Manager. 

B. Contacts 

• Maintains working relationships with project Procurement personnel and project discipline personnel in order to perform assigned duties. 

• Maintains working relationships with those bidders and suppliers involved with the performance of assigned tasks. 

• Responsible for coordination with project and project procurement management, engineering, construction, startup, planning and scheduling, area expediting, and other procurement personnel assigned to the project team. 

• Maintains contact with suppliers to monitor the progress of material and equipment orders. Coordinates with area expediting personnel assigned to perform project visits.  

PRINCIPAL RESPONSIBILITIES:

• Requires light supervision during performance of purchasing activities.

• Prepares and organizes assigned Procurement sponsored meetings, such as bid clarification and post-award meetings, for the purpose of ensuring complete understanding and agreement between Bechtel, the Client and supplier on all contractual matters. 

• After reviewing plan and agenda with supervisor, conducts meeting and prepares and issues meeting notes delineating important statements, required actions and schedules. 

• Monitors billing for compliance. 

• Assists project Procurement team when instructed in solving and attending to administrative problems on commitments involving high monetary expenditure or risk, engineered technical specifications or supplementary commercial conditions. 

• Knowledge of Uniform Commercial Code or the host nation’s equivalent commercial legislation. 

• Skilled in working with and informing effectively both orally and in writing with other project functional groups, primarily Engineering, Construction, Project Management, and other services. 

• Knowledge of the legal and commercial aspects of procurement. 

• Ability to work with engineering, construction, and the other procurement team members. 

• Good understanding of production methods and stays abreast of all supplier fabrication steps.

• Provides early warning to the Contracts Manager of supplier deficiencies or schedule slippage.

• Familiar with expediting points of order for pre-award and post-award meetings with suppliers.

• Monitors billing for compliance as assigned 

• Forms and issues purchase orders by performing the following:

1. Prepares bidders’ lists Prequalifies bidders Forms bid packages Issues bid requests Coordinates bidders’ questions and receives bids 

2. Prepares Commercial Bid Summary and recommendation letter

3. Recommends and secures approvals in accordance with established procedures

4. Prepares and pulls order and maintains control and status reporting documents

5. Administers assigned purchase orders, performing the following functions: Establishes files and controls for all outgoing and incoming correspondence on each assigned order. Monitors supplier performance for conformance to commercial terms. 

6. Monitors activities by Engineering and other in-house functions to ensure compliance with the order terms. 

7. Initiates follow-up actions with the supplier or in-house functional group to ensure performance in accordance with contract terms and conditions. 

8. Informs or works with other project Procurement personnel as assigned to the administration of the order. Analyzes and distributes those suppliers’ reports specified in the order/contract.

9. Communicates with suppliers as necessary to achieve required service and results from potential and actual suppliers to meet project needs.

10. Communicates with Engineering to assist and/or guide them in the preparation of material requisitions for the procurement of materials and equipment and to achieve the understanding needed to process these requisitions.

11. Contacts suppliers to obtain timely submission of engineering data and to follow-up on material acquisition, production progress and shipment.

12. Evaluates production schedules and progress reports from suppliers to find if their programs and work progress meet jobsite requirements.

13. Compiles data needed to prepare the critical items reports or other supplementary reports as required.

14. Coordinates the accumulation of data from project expediters and issues reports for the expediting group.

15. Coordinates with planning and scheduling, field material coordinators or jobsite project expeditors and construction to establish priorities, sequences and required delivery dates and instructs suppliers accordingly.

16. Expedites Bechtel engineering for the timely review, approval and return of engineering data submitted by suppliers.

17. Maintains a working file of expediting related documents and memoranda of conversations to record expediting activities. Maintains a system to initiate follow-up actions at appropriate times.

18. Provides information for area expediting assignments for prime and suborders as necessary.

19. Monitors outstanding area expediting assignments, reviews expediting reports, and takes corrective action on problems identified in the reports.

20. Updates Bechtel procurement systems in a timely manner.

21. Obtains copies of supplier’s orders for material, performs sub-supplier expediting, where necessary, and works closely with supplier quality representatives to ensure awareness

22. of materials subject to quality performance and their locations of manufacture.

23. Participates in pre and post-award meetings to review and discuss schedules and potential problem areas that may impact required shipment dates.

24. Coordinates shipping arrangements or tracking requests with the project traffic representative.

25. Review’s material receiving reports against shipping documents to verify that material has been received at jobsite. Assists in tracing missing material.

26. Subject to project requirements, monitors the issuance of material requisitions, and other project and procurement actions affecting material deliveries.

27. When assigned to jobsite: Maintains continuing contact with the office project expediting staff to exchange information about jobsite requirements and current order status. Attends construction coordination meetings, coordinates with construction, planning and scheduling, jobsite engineers, and other field procurement staff to ensure that field material requirements receive timely attention and follow-up action. 

28. Coordinates customs clearance (on international jobs) of critical material and equipment with traffic and logistic representatives.  

JOB KNOWLEDGE:

• Knowledge of business administration procedures, techniques, and business ethics.

• Skilled in oral and written communication. 

• Basic knowledge of applicable Acquisition Regulations, and applicable Agency Supplements.

• Basic understanding of Governmental Contracts and the flow-down of applicable clauses and requirements. 

• Basic understanding of Cost Accounting Standards, and determination process for applicability to the work When assigned to a jobsite location, actual experience in materials handling operations is desirable. 

• Proficient in organizing tasks for completion by an agreed deadline. 

• Knows how to deal professionally with suppliers and project personnel.

• Understanding of production steps and methods. Thorough understanding of materials and equipment being expedited.

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Shaping tomorrow together

Bechtel is one of the most respected global engineering, construction, and project management companies. Together with our customers, we deliver landmark projects that foster long-term progress and economic growth. Since 1898, we’ve completed more than 25,000 extraordinary projects across 160 countries on all seven continents. We operate through four global businesses: Infrastructure; Nuclear, Security & Environmental; Energy; and Mining & Metals. Our company and our culture are built on more than a century of leadership and a relentless adherence to our values, the core of which are safety, quality, ethics, and integrity. These values are what we believe, what we expect, what we deliver, and what we live.  

www.bechtel.com

Bechtel is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity and expression, age, national origin, disability, citizenship status (except as authorized by law), protected veteran status, genetic information, and any other characteristic protected by federal, state or local law.