Dubai HO - Expeditor

 Perform post order coordination with vendors and expedite materials to ensure delivery schedule match specifications. Coordinate timely flow of engineering documents, certificate tests reports and inspection reports between supplier and concerned sections. Handle any delivery inconsistencies and exercise judgment with defined procedures and practices to deliver appropriate action.

 · Review the scope of supply of the purchase order, required on site dates, and supplier’s historical performance. Exchange communication protocol with supplier and receive purchase order acknowledgement from buyer.

 · Arrange and moderate the post award kick off meeting to discuss supplier’s engineering and manufacturing schedule, supplier document requirement and submission dates, preliminary key documents, communication protocols, progress reporting and project formats. Identify possible delay risks and liaise with Project Engineer to mitigate the causes.

 ·  Acquire information on supplier’s proposed project engineering and manufacturing schedules, supplier’s document index and key documents as identified and mutually agreed with supplier. Discuss both plans with project planner and project engineer.

 ·   Monitor the timely receipt of supplier’s engineering deliverables and return of commented documents.

 ·  Expedite supplier’s procurement activities to ensure suborders of materials and respective deliveries are in line with supplier’s engineering and manufacturing schedules. Obtain copies of suborders and monitor supplier’s procurement activities for timely delivery.

 · Maintain expediting records in E-folder for each Purchase Order including key documents such as supplier contacts, field expediting reports, schedules and plans, key engineering drawings, inspection and expediting reports and order status related documents.

 ·  Identify progress milestones mutually with supplier and monitor supplier’s performance towards achieving these milestones. Resolve any potential operational issues that may impact the delivery.

 ·   Assess potential delay risks and analyze supplier’s proposed revised execution plan. Recommend a recovery plan in case of slippage in consultation with Project Team/Supply Chain Manager. Monitor the recovery of delays and implementation of remedial actions. Obtain prior approval form the Project Team for any technical change.

 · Carry out a routine check for expediting requirements at supplier’s shop and intimate the appropriate TPI/satellite office for the required expediting visits after consultation with the Project Management.

 ·  Solicit supplier to maintain an inspection plan in line with the execution schedule. Request inspection notification and liaise with QA/QC for recommending inspection mode. Coordinate inspection visits with suppliers and Third-Party Inspection Agencies (TPIA).

 ·  Administer the TPA’s inspection visits to supplier shop. Receive flash report from inspector and follow up on approvals by QA/QC. Review inspection report and verify for compliance with PO requirements in consultation with QA/QC and respective disciplines.

 ·   Review inspection release note (IRN) issued by QA/QC and release materials for shipping. Issue the shipping release note (SRN) to supplier and logistic team to trigger the shipping process.

 ·  Expedite suppliers’ submission of shipping documents and liaise with the shipping department for timely movement of goods. Plan shipping of critical or larger cargo prior to readiness of consignment. Liaise with freight forwarder and shipping department for quick transportation of equipment to site. Maintain relationship between shipping, accounts payable and procurement department.

 ·  Investigate causes of shortage or excess supplies. Contact supplier to supplement any shortages or discuss with respective Procurement Engineer to resolve claims for damages and unsatisfactory materials. Ensure a clean material receipt report.

 ·  Advise supplier with invoicing instructions in line with the purchase order terms and conditions. Verify supplier invoices for payment against progress milestones. Advise supplier and accounts payable of any discrepancies and return any incorrect invoice to supplier. Request a new correct commercial invoice.

 ·  Maintain updated records reflecting the Engineering status, Sub-Order, Manufacturing and inspection schedules, and Shipping Releases for the assigned orders. Alert Project Management of any problematic areas and provide recommendation for resolving general and specific problems.

 ·   Initiate completion of certification for progress and final payments.

 ·   Maintain performance metrics and coordinate with respective disciplines and functions for the completion of the Supplier Performance Evaluation by asserting the supplier’s delivery performance, supplier quality performance, on time delivery and engineering performance.

 ·    Perform any related duties and responsibilities as and when required.