3 Hatch Associates India Jobs

Project Procurement Coordinator

1. Summary
Under supervision of the Project Procurement Manager, the Project Procurement Coordinator (PPC), is responsible for supporting the project procurement team by providing administrative and system support, and by coordinating the flow of the procurement documentation while ensuring the quality and integrity until publishing and archiving. In particular, PPC ensures the quality of documents by confirming that the right templates, numbering and attributes are used and that documents that need to be issued officially have been proofread. Also, PPC acts as a liaison between engineering and procurement in coordination with document management team, which may also involve other functional groups and the client as well, to maximize efficiencies throughout the procurement lifecycle process by assisting the procurement team.

2. Key Responsibilities

• Responsible for assisting the Project Procurement Manager and its Discipline leads to setup the procurement procedures, templates, and systems at any FEL phases, to be customized on a project basis
• Setup access rights of project procurement member team into all Procurement Management Systems in coordination with the Document Control and the Corporate Systems supporting teams
• Handle the various administrative assistance requested by the Project Procurement Manager and/or its Discipline leads, as follows:
• Create and maintain up to date all project procurement procedure and template library in Document Management System for use
• Provide support and guidance to team members regarding appropriate templates to be used, document naming with metadata, etc. as minimum requirements for utilization
• Proofread and format all documents such as report, letter, internal memo, etc. prior to issue for review, approval and/or release
• Ensure and monitor on a continuous basis appropriate project procurement filing in the Document Management System, up to the project handover requirements
• Support procurement member teams in appropriate utilization of Procurement Management Systems such as Document Management System, Materials Management System, Contract Administration System, and corporate supplier database

Pre-Award stage:

• Facilitate pre-award document flow from any project stakeholders through procurement for pre-award stage toward bidders via Document Management System on the Pre award Portal
• Ensure potential bidders are registered in the corporate suppliers database (need to liaise with Materials Management iPasMP system team)
• Proofread and format procurement documents and/or deliverables such as report, application for confidentiality agreement, request for prequalification, request for bid, etc.
• Initiate on behalf of Contracts or Purchasing, a review and/or approval workflow of various pre-award documents such as confidentiality agreement, bidders list, commercial bid document, commercial bid analysis, recommendation to award, etc. using Document Management System
• Initiate on behalf of Contracts or Purchasing, a release workflow for assembling of complete Package Bid document to be issued for Bid using Document Management System (Inquiry BCC feature)
• Update Procurement Registers on an ongoing basis
• Digitize duly filled out and signed Bid Opening Register, and distribute as per the Project Distribution Matrix
• Post bid submissions on the Document Management System and make them available to project team members by managing the access rights.

Bid analysis stage:

• Expedite and workflow the bid analysis and recommendation to award for approval
• File approved documents on the Document Management System (with updated status)
• Prepare the archiving of pre award deliverables.

Award stage:

• Expedite and workflow contracts or purchase orders for internal approval and execution
• Issue via Document Management System, approved contracts or purchase orders to the contractor/vendor for signature
• Issue via Document Management System, final signed off contracts and purchase orders to the project team members and finalize archiving
• Register commitments in procurement management systems when agreements are not generated from the procurement management systems to assist spend analysis

Post award stage:

• Facilitate post-award commercial document flow from procurement to contractor and/or vendor via Document Management System on the Post award Portal
• Record and maintain registers for the management of contracts and purchase orders 
• Expedite and workflow contracts change orders and purchase order revisions for approval 
• Proofread, format and file of all required documentation produced by the procurement team (letters, memos, minutes, payment certificates, financial reports, shop visit report, release note, certificates, etc.)
• Support Contract and Purchase order closeouts (maintaining registers, flagging required actions to the Contract Administrator or Purchasing Agent, compiling completion certificates, guarantee releases, etc. and the routing for approval, auditing of files and archiving).

3. Qualifications and Experience
Essential

• Master official project language (grammar, proof reading, communication skills)
• Advanced Microsoft Word and Excel capabilities
• Advanced Document Management System (DocShare) and Materials Management system (iPasMP) specific capabilities
• Excellent work organizational skills
• Able to cope with several simultaneous deliverables
• Systematic approach in expediting and completing deliverables
• Must be able to operate successfully in a team environment.

Preferred

• Sound understanding of the procurement process in an EPCM environment.
• Self-driven
• Advanced Microsoft PowerPoint capabilities