Procurement Vendor Management Supervisor

Role Overview

Procurement Vendor Management Supervisor at KFUPM, responsible for supervising the vendor lifecycle, vendor pre-qualification, registration, segmentation, performance evaluation, preferred vendor list management and vendor status actions.

Role Purpose

Lead KFUPM's vendor lifecycle management across pre-qualification, registration, performance evaluation and preferred vendor list administration. Ensure vendor information and decisions are accurate, consistent, controlled and auditable. Work with Category Management, Sourcing, Contract Management, end users, Finance and Legal to maintain a capable, compliant and high-performing supply base, ensuring all vendor management activities comply with Supply Chain Policy, procedures, Delegation of Authority and Oracle-based systems.

Key Responsibilities

Vendor Registration & Records Quality Assurance

• Review and quality assure vendor registration, documentation updates and data maintenance completed by Vendor Management Representatives.
• Ensure required legal, financial, technical, HSE and compliance evidence is complete, current and accurately recorded in Oracle and approved systems.
• Resolve material documentation gaps, registration exceptions and eligibility risks.
• Escalate matters requiring further review or approval.

Vendor Performance & Status Governance

• Establish and maintain the vendor performance evaluation process.
• Manage KPI collection, validation and performance reviews.
• Implement corrective actions and communicate outcomes.
• Record vendor status actions, risks and improvement opportunities.

PQQ Management & Vendor Pre-Qualification

• Manage the end-to-end Pre-Qualification Questionnaire (PQQ) process.
• Coordinate PQQ issuance and monitor vendor responses.
• Track evaluation status and record whether vendors have passed, failed or require further information.
• Maintain current, category-specific PQQs for each sourcing category.
• Ensure relevant criteria and supporting-document requirements remain up to date.
• Ensure approved PQQ outcomes are recorded and valid for one year.
• Trigger timely renewal or re-assessment before expiry.

Vendor Portal & System Access Support

• Act as the principal point of contact for vendors experiencing access, registration or system-use issues.
• Diagnose and resolve issues within the role's remit.
• Direct vendors to the appropriate KFUPM support channel and track resolution to closure.
• Maintain clear guidance and communication for vendors on registration, PQQ, documentation and system-access requirements.

Team Supervision, Stakeholder Coordination & Reporting

• Allocate work and set priorities for Vendor Management Representatives.
• Coach Vendor Management Representatives on performance and development.
• Review output quality, workload, service levels and case ageing.
• Coordinate with Category Management, Sourcing, end users and Finance on vendor eligibility, performance, risks and corrective actions.
• Provide accurate reports on vendor population, PQQ status and expiry, registration quality, system-access cases, performance and preferred vendor list changes.

Qualifications & Experience

• Bachelor's degree in Supply Chain Management, Business Administration, Procurement or equivalent is required.
• Further specialised education in the field would be considered advantageous.
• 5–8 years of experience in vendor management, supplier relationship management, procurement, supply chain operations or related roles.
• Demonstrated experience in vendor pre-qualification, registration, supplier performance or supplier risk management.
• Experience supervising, coaching or providing quality oversight to vendor management staff is advantageous.
• Prior experience in a University, Government or large institutional procurement environment is advantageous.
• CIPS or CSCP certification is a plus.

Skills & Competencies

• Fluent in both English and Arabic.
• Vendor pre-qualification, registration and lifecycle management.
• Supplier performance and relationship management.
• Vendor risk, compliance and status governance.
• Preferred vendor list management.
• Team supervision and quality assurance.
• Stakeholder collaboration and coordination.
• Documentation, reporting and records management.
• Analytical and problem-solving skills.
• Attention to detail and accuracy.
• ERP or database system knowledge and experience, preferably Oracle Fusion.
• Time management and organisation skills.
• Procurement and supply chain knowledge.

Additional Information

• Knowledge of Supply Chain Policy, Supply Chain Procedures, vendor pre-qualification and performance evaluation requirements and company-specific policies and procedures as required.