Job Description – For Reference only

Job Title : Expeditor

Department : UEFJ
Reports to : Sr. Procurement Specialist

Purpose of the Job

 To improve the overall Materials Management delivery effectiveness and efficiency

by impacting Delivery on Time and providing visibility on Vendor Performance and
materials readiness to customers.
 To develop and implement an Expediting Procedure for Engineered items & Bulk
items.
 To execute and expedite for on time delivery of products for Manual and Auto
Purchase Orders.
 To achieve short and long term smooth execution of the procurement deliveries with
respect to meeting critical project requirements and day to day operational
requirements.
 To feedback to AVME and Vendor registration team on Vendors’ delivery
performance.

Dimensions/Critical Interfaces

 Delegate – Senior Procurement Specialist

 Subordinates – None
 Interface with Vendors, Buyers and Engineering team for tracking and updation on
delivery of procured materials.

Organisation
Procurement
Lead

Procurement Senior QA/QC

Advisor Procurement
Specialist

SAP/Mat. Buyer Expeditor

Coordinator

Experience / Qualifications Needed

 Bachelor’s Degree in Engineering, Operations Management, Quantity Surveying,

Economics, Business, Supply Chain Management, or equivalent.
 Minimum 15 years of experience in supplier management, procurement or related
fields.
 Strong knowledge of the manufacturing processes
 Proven capability to set-up and implement expediting processes
 Strong effective communications skills to actively engage suppliers.
 Strong negotiation skills to ensure supplier compliance.
 Ability to think outside the box to manage suppliers and propose solutions for on time
delivery of materials.
 Good knowledge of material specifications, MESC codes & standards, DEP /
Company standards, International codes & standards, etc. and warehouse practices.
 Working knowledge of procurement and inventory management activities.
 Good knowledge in SAP MM and proficient in Microsoft Excel.
 Fluent in English
Principal Accountabilities (The outputs of the job)

 Maintain HSE as first priority and ensure zero LTI no harm to people and
environment through compliance to CLIENT house rule, CLIENT HSE golden rules
and CLIENT LSR (life saving rules).
 Ensure the highest standard of confidentiality and business ethics with due diligence
during all phases of the project.
 Preparation of post-award Vendor Communication Matrix and issue to Vendors.
 Expedite preliminary Vendor Document Schedule (VDS) from Vendor for review and
approval by Engineering.
 Ensure timely submission of all equipment and material documentation as defined
within the VDS and Purchase Order.
 Co-ordinate closely with DCC (Document Control Center) to review and implement
Document Distribution Matrix (DDM) for every Vendor package and MR item.
 Conducting the Kick off meetings for project critical items and issue minutes of
meeting, as applicable. Actions arising from kick-off meetings will be tracked and
closed in a timely manner.
 Willing to travel to Manufacturers location for review of manufacturing progress, if
required.
 Monitor and expedite DCC for the generation and submittal / re-submittal of required
engineering drawings and technical data and expedite the timely release or approval
of drawings and answering Vendor’s questions.
 Conduct regular progress review meeting (Weekly / Bi-weekly basis) with Vendors to
ensure the timely delivery of item / equipment.
 Initiate corrective actions to mitigate potential delays in submission of Vendor data.
 Maintain a Vendor Status Report for each Vendor package / MR item on a weekly
basis.
 Coordinate with Material coordinator of Client’s Central Warehouse (Majan) for
smooth delivery of material at Site.
 Confirm that equipment & materials are delivered and accepted at the designated
delivery point.
 Monitor the procurement; delivery of equipment, materials and provide assistance to
Vendors in expediting sub-vendors, if required.
 Liaise with FEED Office Project Engineer/s concerning any technical issues raised by
Vendor.
 Obtain regular progress reports to monitor materials delivery schedules. Any
expected delays shall be communicated to Senior Procurement Specialist.
 Co-ordinate with DCC/ IM Team and FEED Office Discipline Engineer/s on timely
approval of submitted Vendor drawings and receipt of fully compliant Vendor data, in
accordance with the Purchase Order VDRL (Vendor Documents Requirement List).
 Co-ordinate with the FEED Office QA/QC Engineers on inspection activities (i.e, RFI
review, arrangement of TPIA’s) in accordance with the approved ITP (Inspection &
Testing Plan).
 Maintain and update the Vendor Tracking Register on weekly basis & provide
necessary inputs to Material Procurement Tracking Register.
 Provide inputs to weekly procurement progress report.
 Expedite Manufacturing Record Books (MRB’s) from Vendors.
 Highlight penalty application claims for late delivery of equipment/ materials for review
by CLIENT Project Engineer and FPP team.
 Arrange/ attend regular review meetings between Vendors and the Project Team.
  Flag Purchase Orders which are open beyond requested delivery date or
approaching requested delivery date to Vendors and Buyers. Post flagging follow-up
with Vendors and Manufacturers for delivery of materials and provide weekly update
with Root Cause Analysis / Corrective and Preventive Actions for open Purchase
Orders.
 Follow up with Vendors and Manufacturers in order to have on time delivery of
materials by collecting information from Buyers on released Purchase Orders.
 Provide feedback to AVME & Vendor registration team on Vendors’ delivery
performance.
 Support Buyer/s for tracking delayed Purchase Orders in order to recover penalties
from Vendors/ suppliers for late deliveries as per Purchase Orders Terms &
Conditions.
 Monitor the list of ordered items and ensure follow-up with Vendors every two weeks
from the Purchase Order date till delivery.
 Upload expediting emails to SAP in expediting note of every Purchase Order and
update delivery date in SAP.
 Suggest improvements in FEED Office Procedures and Guidelines to achieve
delivery of materials on time for projects and end users.

Challenges

 Be able to execute a portfolio of projects where required.

 Maintaining a good relationship with the client is critical to the success of the project
and often requires visits to the site and/or client office.
 To recognise team performance as a whole is a greater priority than projecting
individual contribution.
 Be a team player where recognition of team performance as a whole is a greater
priority than projecting individual contribution.
 Management of procurement issues whilst supporting staff which are unfamiliar with
the FEED Office procurement process.
 Excellent analytical skills with the ability to work with large volumes of data.
 Manage good working relationship with Vendors/ suppliers.
 Monitor and steer joint meeting between Vendors, Procurement team and
Engineering team.
 Ensure Vendor Documents Review for key deliverables (minimum Code-B) as per
Schedule.
 Ensure on time deliveries of equipment and materials at Site.
 Deliver improvement in on time delivery of materials.

Key Competencies Required (The inputs of the job – knowledge, skills,

behaviors, attitudes, etc)

Summary – Behavioural:

Displays Personal Effectiveness: Building Relationships Skill

Delivers Results Skill
Analyse and Solve problems Skill
Communicates and persuades Skill
Manage Knowledge and information Skill
Team Working Skill

Summary – Functional:

Manage Project Interfaces Skill

Multi-Discipline Knowledge and Appreciation Knowledge
Oil and Gas industry background Skill
Develop & Implement Corporate CP Strategy Awareness
Manage Sourcing Process Knowledge
Develop & apply Cost Modelling Concepts Awareness
Formulate Market Approach & Contract Tactics Awareness
Develop & Apply Negotiation Strategies Awareness
Deliver Contract Value Awareness
Analyse Industry, Local & Global Markets Awareness
Develop & Apply Supply Chain Concepts
Awareness
Develop & Manage Suppliers Knowledge
Develop & Maintain CP Process & Systems Awareness

Additional comments
Fluent in English, written and spoken