Sourcing Specialist

Application Open:

Full-Time

The Sourcing (Category Expert) Specialist is responsible for leading the end-to-end sourcing, evaluation, and negotiation of goods and services across assigned categories with a primary focus on technology, research, and institutional procurement. The role ensures that sourcing activities deliver value for money, technical quality, and compliance with MBZUAI’s Procurement Policy, Delegation of Authority, and UAE public procurement standards. As a category expert, the Specialist conducts market intelligence, supplier benchmarking, and cost analysis to support strategic sourcing decisions. This position acts as a trusted advisor to internal stakeholders, ensuring that MBZUAI’s procurement outcomes align with both operational needs and the university’s innovation-driven mission.

Key Responsibilities

Category Sourcing and Tender Management

• Lead the full tendering cycle from RFQ/RFP preparation and supplier outreach to evaluation, negotiation, and contract award ensuring transparency, competitiveness, and compliance with MBZUAI policies.
• Manage assigned spending categories including IT hardware and software, AI infrastructure, research equipment, professional services, and general institutional purchases.
• Collaborate with internal stakeholders to translate technical and functional requirements into clear, compliant sourcing documents and specifications.
• Apply total cost of ownership (TCO) and lifecycle value analysis in evaluating bids to achieve cost-effective and sustainable outcomes.
• Maintain accurate tender documentation and ensure all sourcing activities are properly recorded for audit and governance purposes

Market Intelligence and Supplier Management

• Conduct ongoing market research to identify qualified vendors, emerging technologies, and cost trends across local and international markets.
• Maintain current knowledge of supplier landscapes, particularly in technology, research, and professional service sectors.
• Develop and manage a supplier database capturing performance metrics, risk assessments, and compliance status.
• Use benchmarking data and spend analytics to support negotiations, inform category strategies, and identify consolidation or savings opportunities.

Contract and Compliance Administration

• Draft and review commercial terms to ensure clarity, fairness, and protection of institutional interests prior to Legal review.
• Support the management of contract renewals, extensions, and performance reviews to ensure compliance with agreed KPIs and service levels.
• Monitor supplier commitments to confirm alignment with contractual obligations and institutional requirements.
• Maintain an organized, audit-ready record of all sourcing, evaluation, and contractual documentation.

Negotiation and Cost Optimization

• Lead supplier negotiations to secure competitive pricing, favorable terms, and value-added benefits without compromising quality or delivery.
• Identify and recommend cost optimization strategies and category efficiencies that support MBZUAI’s financial and operational objectives.
• Prepare negotiation summaries and award recommendations for management approval, supported by data-driven justifications

Stakeholder Collaboration and Service Delivery

• Partner with departments such as IT, Research, Academic Affairs, Facilities, and Corporate Services to define sourcing needs, timelines, and specifications.
• Provide advisory support on market options, pricing structures, and sourcing strategies to ensure informed decision making.
• Maintain proactive communication with requestors regarding procurement status, resolving issues promptly and escalating complex matters when necessary.
• Ensure a responsive, service-oriented approach that balances user satisfaction with governance and compliance.

Digital Procurement and ERP Utilization

• Execute sourcing and tendering activities through Oracle Fusion ERP, ensuring data accuracy, policy compliance, and process integrity.
• Contribute to the development of digital dashboards and analytics tools to enhance visibility of supplier performance and category spend.
• Promote the use of e-tendering, automation, and digital documentation to increase efficiency and transparency across the procurement cycle.

Reporting and Continuous Improvement

• Prepare periodic reports on category performance, including cycle time, cost savings, supplier performance, and market trends.
• Track and report on key procurement KPIs, supporting management decisions on supplier consolidation and sourcing strategies.
• Participate in process improvement initiatives, audits, and policy reviews to enhance operational efficiency and governance standards.
• Undertake other responsibilities or assignments as directed by the line manager to support Finance & Procurement Operations and institutional goals.

Academic Qualifications:

• Bachelor’s degree in Supply Chain Management, Business Administration, Engineering, or Computer Science.
• Master’s degree or professional certification (CIPS, CPP, PMP, or equivalent) preferred.

Professional Experience Required

Essential

• Minimum 5–7 years of experience in procurement or category sourcing, including technology, research, or higher-education categories.
• Demonstrated ability to manage end-to-end sourcing activities, tender evaluations, and supplier negotiations.
• Strong analytical, communication, and documentation skills.
• Proficiency in ERP procurement modules (Oracle Fusion preferred).

Preferred:

• Experience in research or academic institutions.
• Knowledge of UAE public procurement frameworks and compliance standards.
• Familiarity with supplier analytics, benchmarking, and sustainability practices