Manager – Procurement and Contracts

Position TitleManager – Procurement and Contracts

Reports to
ADVC
– People & Operations1. Purpose of the PositionThe Manager – Procurement and Contracts is responsible for managing
and overseeing procurement, contracting, and store management activities of
the University in accordance with approved procurement policies, financial
regulations, and the Delegation of Authorities Matrix.
The role ensures transparent, compliant, and efficient procurement processes,
effective contract administration, and proper receipt, storage, and issuance of
materials, while acting as the coordinating and secretariat unit for the
Tender Committee and Purchase Committee.2. Key
Responsibilities

1-
Procurement
Planning & Execution

Manage procurement planning in coordination with
academic and administrative units.
Oversee RFQs, RFPs, tenders, and quotation
processes in accordance with approved procedures.
Ensure procurement activities comply with
financial regulations, procurement policies, and the Delegation of
Authorities Matrix.2-
Tender
& Purchase Committee Coordination

Act as the secretariat and coordinating unit
for the Tender Committee and Purchase Committee.
Prepare procurement documentation, bid summaries,
and comparison reports for committee review.
Organize committee meetings, prepare agendas,
record minutes, and maintain official records.
Communicate committee decisions and
recommendations to concerned departments and ensure execution in line with
approved outcomes.
Ensure segregation between process coordination
and decision-making authority.
3-
Contracts
Management

Oversee preparation, coordination, and
administration of contracts in liaison with Legal and Finance as
applicable.
Manage contract registers, renewals, variations,
and expiry tracking.
Monitor supplier compliance with contractual terms
and report deviations.
4-
Supplier
Management

Oversee supplier registration, documentation, and
performance monitoring.
Address supplier queries and coordinate issue
resolution in line with approved procedures.
Support development of approved supplier lists
where applicable.
5-    Store & Materials Management

Oversee management of University stores and
warehouses.
Ensure proper receipt of materials and goods
against approved purchase orders.
Ensure safe storage, labelling, and organization
of materials.
Oversee issuance and distribution of materials to
departments based on approved requests.
Ensure maintenance of accurate stock records,
inventory systems, and periodic stock counts.
Review and report discrepancies, damages,
shortages, or obsolete items.6-     Documentation,
Reporting & Audit Support
Ensure accurate and complete procurement,
contract, and store documentation.
Prepare procurement and inventory reports for
management review.
Support internal and external audits, inspections,
and compliance reviews.
Ensure timely closure of audit observations
related to procurement and stores.
7-   Unit Management & Coordination
Manage and supervise staff of the Procurement and
Contracts Unit.
Allocate workloads, monitor performance, and
support staff development.
Ensure continuity of procurement and store
operations.
Ensure full compliance with the University’s
rules, regulations, policies, and procedures across all procurement,
contracting, and store activities.
Promote awareness of, and adherence to, the
University’s rules and regulations among the staff of the Unit.3. Authority & Decision-Making (Delegated)
Acts under delegated authority from the reporting
authority and in accordance with the Delegation of Authorities Matrix.
Has no independent authority to approve budgets,
payments, or procurement awards beyond delegated limits.
Coordinates procurement processes and executes
Tender and Purchase Committee decisions.
Recommends procurement actions, contract awards,
and corrective measures through prescribed authority channels.
Escalates matters outside delegated authority or
involving compliance risks.
Financial authority strictly as defined in the
Delegation of Authorities Matrix and the approved Financial Policies of
the University.
4. Performance Indicators:Performance in this role is measured against the broad indicators
set out below. These indicators are directly aligned with the approved Operational
Plan of the Procurement and Contracts Unit and are cascaded into the Annual
Performance Appraisal of the post-holder and the Unit’s staff:
Overall compliance of procurement, contracting,
and store activities with the University’s rules, regulations, and
approved policies.
Efficiency, timeliness, and accuracy of
procurement, tendering, and contracting cycles.
Effectiveness of Tender and Purchase Committee
coordination and secretariat support.
Integrity and accuracy of inventory, store, and
contract records and controls.
Timely closure of internal and external audit
findings related to procurement and stores.
Achievement of the objectives, initiatives, and
targets set out in the Unit’s annual Operational Plan.
Development, performance, and capability-building
of the Unit’s staff.
These indicators and the related individual objectives are reviewed
and updated annually in line with the University’s planning cycle and reflected
in the Annual Performance Appraisal of the post-holder and the Unit’s staff.5. Qualifications & Experience
Bachelor’s degree
in Business Administration, Supply Chain Management, Procurement, Finance,
or a related field (mandatory).
Professional certification in procurement or supply chain (e.g. CIPS or equivalent) is an
advantage.
Minimum of 12 years
of relevant professional experience in procurement, contracts, or supply
chain management.
Including at least 5 years in a managerial role.6. Key Competencies
Strong procurement and contract management
expertise.
Knowledge of tendering, committee governance, and
compliance controls.
Inventory and store management capability.
High integrity, transparency, and audit awareness.
Sound knowledge of, and commitment to compliance
with, the University’s rules, regulations, and approved policies.
Strong coordination, reporting, and leadership
skills.Priority in recruitment shall be given to Omani Candidates.