Department of Energy Abu Dhabi

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**Title:** Coordination Officer **Section:** Support Services **Department:** Procurement, General Service and Coordination **Sector:** Coordination **Entity:** Department of Energy **Role Purpose:** The Coordination Officer is responsible for providing the necessary support to carry out the Department of Energy’s daily coordination activities, in accordance with the instructions of the Head of the Coordination Section. The role also involves handling and executing all relevant transactions within the Coordination Section, while ensuring full compliance with approved policies, procedures, and ethical standards. **Key Responsibilities:** **1\. Assistance in the Requirements Planning Process** * Request the planned budget from the Finance Department and hold meetings with the relevant end users in the presence of a representative from the Finance Department. * Align all requirements with the planned budget based on the budget item included in the annual financial plan. * Prepare a draft requirements plan. * Verify whether there are any approved budget amendments (increase/decrease). **2\. Assistance in the Procurement Planning Process** * Receive the approved project report along with the required supporting documents and match it with the relevant item in the approved procurement plan. This includes identifying the department requesting the project and referring the project report to the Procurement Unit to take the necessary action. * Update the procurement plan with the name of the Procurement Specialist, the actual budget, and the duration. **3\. Assistance in the Contract Management Monitoring Stage:** * Review the payment terms, project timeline, and special conditions, such as the reserved amount. * Prepare a contract payment schedule and send it for review and approval. * Estimate the monthly/annual consumption and send it for review and approval based on the contract duration, estimated quantities, maximum value, or historical data. * Send an approved copy of the payment schedule to the end user and the Finance Department. * Monitor payment dates and notify the end user if a payment is delayed by more than two weeks from the specified timeline. * Add all payment schedules for active contracts to the annual payment monitoring database. **4\. Assistance in the Contract Closure Stage:** * Notify the end user upon reaching the completion date to provide all documents required to close the subscription. * Notify the end user three months before the specified completion date to submit the requirements for the relevant product through a new tender if the services are still required. Request the necessary documents to initiate the tender process in line with the completion date. * Prepare the subscription **closure report** and update the suppliers’ performance records in the database. **5\. Assistance in the Contract Evaluation Stage:** * Notify the end user to complete the supplier evaluation forms after the contract ends. * Review the forms and record the approved results under the suppliers’ names in the database in order to maintain a performance history for each supplier and determine the level and quality of the supplier’s performance throughout the contract period. **6\. Assistance in Document Filing and Retention:** * Create a record in the end user’s main file to track all received files. * Review any new additions to the file before sending them to the Coordinator and update the relevant database, such as change orders and any resulting impact on cost or time. **Requirements:** * Bachelor’s degree in a relevant field. * 0–2 years of experience in a relevant field. **Core Capabilities:** * Ability to process relevant specialized information. * Ability to check the effectiveness and consistency of linked procedures across processes, objectives, and outputs. * Ability to communicate and build effective working relationships with internal and external departments. * Ability to collect and analyze diverse information and make effective decisions. * Ability to apply sound judgment and make decisive decisions efficiently. **Experience & Exposure** * General knowledge of procurement activities and processes. * Knowledge of coordination methods, tools, techniques, and best practices. * Analytical and problem-solving skills, with critical thinking abilities. * Ability to achieve objectives while paying attention to detail. * Effective listening and communication skills. * Excellent verbal and written communication skills. * Excellent organizational and leadership skills. * Proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, and Teams.