Sourcing Specialist – Civil Subcontracts – China Railway 18th Bureau Group,Dubai

KEY RESPONSIBILITIES

1. Sourcing & Market Engagement

Conduct daily market research, supplier identification, and capacity assessments for civil subcontractors.

Evaluate Pre-Qualification Documents (PQDs) to assess civil finishing subcontractors’ capability, financial standing, and compliance, maintain and continuously expand an updated, pre-qualified database.

Prequalify vendors based on technical capability, financial stability, health and safety records, and regulatory compliance.

2. Onboarding, Compliance & Pre-Qualification

Administer Non-Disclosure Agreements (NDAs), collect Power of Attorney (POA) documentation, and verify designated single points of contact (SPOC) for prospective bidders.

Conduct subcontractor site visits and operational audits to screen, filter, and compile qualified inquiry lists.

3. Tender Preparation & Inquiry Management

Collaborate with Contract Administrators to assemble, structure, and finalize Invitation to Tender (ITT) packages.

Formally issue tender inquiry packages to approved bidders, track response timelines, and expedite Requests for Quotation (RFQs) and technical handover files.

Organize and lead pre-bid technical clarification meetings, log all vendor inquiries, and systematically compile, distribute, and archive clarification addenda and meeting records.

4. Bid Evaluation & Commercial Negotiation

Conduct comprehensive technical and commercial bid evaluations, price leveling, and scope comparisons across civil packages. Prepare comparative evaluation summaries and communicate preliminary results to participating subcontractors.

Lead post-bid clarification meetings and direct negotiations with short-listed bidders covering scope of work, unit pricing, payment terms, and contractual conditions.

5. Subcontract Award & Internal Coordination

Prepare detailed commercial recommendation notes and comparative summaries for executive approval.

Draft Letters of Award (LOAs), Letters of Intent (LOIs), Subcontract Agreement (SCA), Notice to Proceed (NTP), Work Order (WO) and initial subcontract documentation incorporating agreed commercial terms and scope splits.

Serve as the central daily liaison between Sourcing, Civil/Site Engineering, Technical Team, Contracts, and Finance to ensure smooth handover from procurement to site execution.

6. Contract Conformance & Operational Alignment

Track the end-to-end subcontract preparation and review workflow to ensure final executed contracts precisely reflect tender terms, agreed scope splits, and post-bid negotiation records.

Coordinate with internal project teams, technical departments, and contract administrators to verify that corporate review and approval procedures are completed without delay. Coordinate and follow up on subcontractor mobilisation and site entry. Also to follow up on subcontractor demobilisation and site exit procedures.

Maintain complete audit trails and organized document repositories across the sourcing and contracting life cycle.

Coordinate with the Site Team regarding site requirements, and prepare contract administration-related correspondence to subcontractors, including warning letters, notices, penalty records and coordinate internally on the application and deduction of penalties from subcontractor payments, and other relevant communications.

Job Details

Preferred Candidate

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