Research Materials Acquisition Senior Specialist - Laboratories (Fixed-Term for 1 Year)

Job Number
2022-9938

Position Summary

UAE Nationals are encouraged to apply

New York University Abu Dhabi (NYUAD) seeks to appoint a Research Materials Acquisition  Senior Specialist reporting to the Manager of Research Materials Acquisition.

The Research Materials Acquisition Senior Specialist will be responsible for acquiring goods and services required for the operation of research and teaching laboratories at NYUAD. Acquisitions will include laboratories’ supplies and consumables including chemicals and biologicals, equipment and related spare parts, and other goods and services up to a threshold of USD 50K per transaction. All acquisitions will be completed in compliance with the NYUAD Procurement Policy and all other applicable policies. 

The role will be responsible for managing the end to end supply chain including understanding end users’ needs, obtaining quotations, evaluating offers, negotiating prices, negotiating purchase terms and conditions, raising requisitions, monitoring timely delivery against Purchase Orders (PO), interacting with vendors, and monitoring payments to vendors. The Research Materials Acquisition Senior Specialist will work closely with Procurement, Logistics, Finance, Research Imports and Exports, Faculty Admin, and others to ensure smooth operation of the supply chain process. In addition, the role will support the Research Central Store by ensuring stock replenishment orders are completed in a timely and efficient manner to ensure researchers and others have convenient access to goods required for their research activities.

Key Responsibilities:

Materials Acquisition 

  • Understand end users’ needs and assist with any sourcing needs they have
  • Obtain quotations, assist with offer evaluation, provide guidance on commercial aspects of the acquisitions, and ensure the process is completed in accordance with the NYUAD Procurement Policy. 
  • Negotiate pricing and terms and conditions to maximize the value to NYUAD up to a threshold of USD 50K per transaction
  • Ensure that the end to end acquisition process is properly planned in advance to avoid unnecessary delays, including getting necessary information from vendors to obtain import and export permits as soon as feasible, coordinate with NYUAD and vendors’ logistics to avoid shipping delays, provide site prep information to end users and Laboratory Operations as necessary, and other items as required
  • Seek Procurement approvals where required in accordance with Procurement Policy
  • Obtain approvals from the budget-holder to proceed with raising the requisition.
  • Have and develop technical and market expertise in the category, department, and/or research centers that the role will be supporting (i.e. Robotics related acquisitions)
  • Propose and implement process improvement initiatives to increase end users’ satisfaction, improve the efficiency and shorten timelines throughout the acquisition process, and provide better visibility to stakeholders 

Order Management and Monitoring 

  • Raise requisitions on behalf of end users, and ensure timely PO issuance
  • Verify that all details are correct and as expected on the PO
  • Keep end users informed at all times regarding the status of their orders
  • Maintain a tracker of all outstanding and upcoming acquisitions with sufficient detail to keep management and end users informed of the status of the acquisition process
  • Expedite the orders and improve On Time in Full (OTIF) Deliveries
  • Complete the End to End order process and ensure orders are complete and closed (i.e. vendors are paid and POs are closed)

Logistics 

  • Coordinate with the Logistics and Research, Import and Export teams for any required import, export, or other permits to ensure timely customs clearance and delivery to NYUAD
  • Collaborate with Logistics / Research, Import and Exports to determine what permits and paperwork will be required prior to placing the order to reduce delivery delays associated with missing permits and paperwork
  • Collaborate with the Logistics team to optimize processes to reduce lead times for delivering the goods to end-users

General and Reporting

  • Preparation and creation of KPIs and monthly reports
  • Propose and initiate areas of process improvement where necessary

Required Education:

  • Bachelor of Science degree or higher in Science or Engineering 

Preferred Education:

  • Studying toward or prepared to study towards Professional Procurement qualification (i.e., C.I.P.s)
  • IATA CAT Six Dangerous Goods Regulations
  • Procurement systems, preferably PeopleSoft ePro
  • Master of Science or Ph.D. in Science or Engineering

Required Experience:

  • 5 years of experience working in a commercial environment with experience in fast-paced and/or developing organizations transitioning from the startup to mature state
  • Customer-focused
  • Ability to multitask
  • Work under your own initiative as well as a team player
  • Work well under pressure
  • Business-wide vision & understanding of principles of commercial and operating risk 
  • Excellent analytical skills and a high degree of problem solving capability
  • Excellent communication skills verbal and written
  • Report and presentation preparation

Preferred Experience:

  • Experience in higher education, non-profit organizations or governmental bodies located in the U.A.E.
  • 5 years of experience in a shipping and logistics organization

Other Information
About NYUAD

NYU Abu Dhabi is a degree-granting research university with a fully integrated liberal arts and science undergraduate program in the Arts, Sciences, Social Sciences, Humanities, and Engineering. NYU Abu Dhabi, NYU New York, and NYU Shanghai, form the backbone of NYU’s global network university, an interconnected network of portal campuses and academic centers across six continents that enable seamless international mobility of students and faculty in their pursuit of academic and scholarly activity. This global university represents a transformative shift in higher education, one in which the intellectual and creative endeavors of academia are shaped and examined through an international and multicultural perspective. As a major intellectual hub at the crossroads of the Arab world, NYUAD serves as a center for scholarly thought, advanced research, knowledge creation, and sharing, through its academic, research, and creative activities.