View Vacancy - AUH - Procurement Officer (AO)

The British Embassy Abu Dhabi has a vacancy for a Procurement Officer on a fixed-term contract for three (3) years with a possibility of renewal.

The jobholder will be working closely to consolidate and deliver an effective Procurement Process in line with the Foreign, Commonwealth and development office (FCDO) Policies and Principles. They will provide a support to deliver all the procurement tasks for both the Embassies in Abu Dhabi and Dubai. They will also deliver excellent customer service to internal and external stakeholders in line with the FCDO’s financial policy and objectives and demonstrate the resilience in their work. 

Duties and responsibilities:

• Carrying out procurement function for both the Embassies Abu Dhabi and Dubai, i.e., using Government Procurement Card (GPC) for goods and services under £3,000. Ensure internal control procedures are followed for GPC use, support Budget Monitors for payments, create requisitions for goods and services from agreed supplier list, and work with the Contract Managers and Regional Procurement Hub on contracts.
• Lead on all the procurement requests at Post for below £25K, which includes making a market research to identify suppliers who can meet the quality standard and negotiate long-term call off agreements and to source potential suppliers. Manage the contract tender process of various procurements of goods, services, or work projects. This also include: sourcing of suppliers, creation of input and agreement of specification, preparation of tender documentation, liaison and coordination with suppliers to clarify requirements, coordination and evaluation of bids, seek appropriate approval, direct negotiation, agreement of contracts, management and closure.
• Active involvement on all High value procurement, i.e., above £25K, with the Regional Procurement Hub and the Contract Manager to assist them on the tendering process and also to facilitate on the paperwork. A further coordination will be required with the requisitioner to get the requisition process completed.
• Assistance to Partners Across Government (PAGs) on their procurement-related queries along with ensuring that they follow the FCDO PAG Process.
• Create an awareness about the FCDO Procurement rule among the stakeholders to ensure the procurement process is undertaken in line with FCDO policies and principles.
• Manage a record of all Annual Maintenance Contracts and a close follow up with the Regional Procurement Hub and the department as the contract reaches its end date.
• Lead procurement of capital expenditure, which includes generator, vehicles, and other assets. Ensuring to have all the necessary budget approvals before reaching out to the market, arranging the correct budget codes, and a clear communication with the Contract Manager to understand their requirements.
• Maintenance of agreed supplier list in conjunction with the Regional Procurement Hub and a records of suppliers and documentation.
• Act as cover in charge of main imprest and stationery.

The above list is not exhaustive and the jobholder will be required to be flexible and take on other ad hoc tasks as required, including participating in the Embassy’s emergency planning and any other response to a crisis affecting UK citizens. 

Key behaviours required:

• Making Effective Decisions - Using evidence and knowledge to support accurate, expert decisions and advice. Carefully considering alternative options, implications and risks of decisions.
• Seeing the Big Picture - Understanding how your role fits with and supports organisational objectives. Recognising the wider the priorities and ensure work is in the wider interest.
• Communicating and Influencing - Communicating purpose and direction with clarity, integrity and enthusiasm. Respecting the needs, responses, and opinions of others.
• Working Together - Forming effective partnerships and relationships with people both internally and externally, from a range of diverse backgrounds; sharing information, resources, and support.

• Previous procurement/ contract management experience, with a minimum of three (3) years' experience in a structured organisation.
• Excellent interpersonal skills and ability to develop and maintain a range of contacts to build effective working relationships.
• Demonstrates a collaborative approach to colleagues and stakeholder partnerships. Proven ability to engage at all levels internally across Embassy teams and with external stakeholders.
• Excellent customer service skills. Demonstrates courtesy and consideration in dealing with internal and external stakeholders. Able to show discretion in handling any sensitive matters, with the trust of all involved.
• Resourcefulness in solving problems and demonstrates good judgement. Proven ability to rapidly re-prioritise work depending upon the situation. Ability to understand competing priorities and make judgement calls on when to use own initiative to deal directly with issues and when to consult before taking decisions.
• Team player who is also capable of working on their own initiative.
• Excellent organisational skills for document and record management and high attention to detail.  
• Holds at least a bachelor’s degree in Accounting, Business Administration, Finance or related field.
• A confident communicator with excellent communication skills in English, both verbal and spoken. Able to express ideas and messages clearly and concisely, both orally and in written communication.
• IT literate and well versed in Microsoft Office applications (Outlook, Word, Excel, PowerPoint, Teams)