JOB SUMMARY

The main mandate of this position is to assist Manager SPM in all SCM-related activities including preparing and maintaining the management information system (MIS) of vendors, suppliers, and Contractors engaged in business activity. Job includes assisting in vendor record management and maintaining the existing record system in oracle database-ERP, assist in coordinating with vendors, suppliers, and contractors throughout the procurement process along with relevant departments to ensure smooth performance and resolving queries. Ensure transparency at each level for the betterment & positive image of the Company and to retain potential suppliers.

JOB RESPONSIBILITIES

1. Assist in the enlistment of new suppliers in Oracle-ERP for tendering process as Local, Foreign, and their Local agents and Service contractor after verification of active taxpayer status from FBR, SRB, BRA, and PEC portal daily.
 
2. Assist in creating accounts in the Oracle-ERP system and categorizing them into different sites for financial purposes.
Additionally, prepare the necessary documentation for releasing payments upon request from the relevant SSGC Sindh and Balochistan Departments.
3. Assist in adding new supplier sites to existing vendor accounts in the Oracle-ERP system.
This involves updating vendor information and categorizing them appropriately to facilitate the tendering process and financial management.
4. Upon request from suppliers and contractors, assist in updating records in existing vendor accounts within the Oracle-ERP system.
This includes making necessary changes such as address updates, contact numbers, email addresses, and other relevant information.
5. Provide support in the process of deactivating vendor accounts in the Oracle-ERP system that have been debarred or blacklisted by management.
assist in notifying all relevant Procurement and Finance Departments via email, instructing them to discontinue any future business dealings with the debarred vendors. Additionally, they will coordinate with the IT Department to arrange for the upload of the debarment information on the SSGC website, ensuring transparency and adherence to regulations.
6. Aid in the process of restoring vendors, suppliers, and contractor's accounts in the Oracle-ERP system after the completion of their barred period.
assist in informing all relevant departments via email about the restoration of these accounts. Additionally, coordinate with the IT Department to remove the supplier's name from the SSGC website, indicating their reinstated status.
7. Provide support in handling correspondence with vendors, contractors, and end-user departments to address and resolve vendor records and case file queries.
This includes assisting in gathering and clarifying information, coordinating responses, and facilitating effective communication between all parties involved.
8. Upon request from user departments, assist in preparing and providing the status of Approved Capital Budget items, Service Contracts, and Store Stock requirements.
This involves gathering relevant information from the Oracle-ERP system, analyzing data, and generating reports or summaries to reflect the status of these items.
9. Assist in the creation of new item codes within the Item Master Oracle Database.
This includes defining and assigning unique codes to new items and updating the database with relevant information such as descriptions, specifications, and categorizations. Additionally, promptly inform the relevant department about the creation and updates of item codes, ensuring proper inventory management and accurate recording of procurement activities.
10. Assist in the preparation of Purchase Requisitions based on the specific requirements of the procurement process.
This involves collaborating with relevant stakeholders, gathering necessary information, and preparing the Purchase Requisition documents in accordance with established policies and procedures. Ensure that Purchase Requisitions are accurate, complete, and submitted within the designated timelines.
11. Responsible for ensuring the timely completion of assigned tasks and responsibilities.
12. Comply with the risk management framework.
13. Participate actively in risk management activities across the organization.
14. Ensure that key risks are identified, reported, recorded, and managed in a timely manner.
15. Receive appropriate training in risk management.
16. Undertake any other assignment as instructed by immediate supervisor.
Undertake any other assignment from the immediate supervisor.