Khawla Al-Hosani

I joined Mumtalakat in September 2020 as an Associate Director and was promoted to Director in January 2024. When joining the Company, there was no centralized Procurement Function and so I was responsible for the establishment of this critical function.

The establishment of the Procurement Function entailed the following:

• Policy: Drafting and execution of Mumtalakat's Procurement Policy
• Procedures: Drafting and execution of Mumtalakat's Procurement Procedures
• Procurement KPIs: Introduced Procurement KPIs to monitor the department's performance.
• ERP Implementation: Successful implementation of an ERP System (Infor) that covers the Procurement module. From sourcing to PO/Contract issuance. We are currently replacing Infor with Dynamics and I am leading the Procurement discussions with the Technology team and the Dynamics developer and the target is to have the Procurement Module go live in June 2025.
• Procurement Digitization: Successful digitization of the Tender Committee process that has reduced administration work significantly. I am also building on this system to further digitize our existing procurement workflows further.
• Drafting and execution of Procurement documents: Drafted all the procurement templates used by the organization. This includes the Request for Proposal (RFP), Request for Quote (RFQ) and Request for Tender (RFT). As these documents have been standardized, it has saved time for end users when preparing their tender requirements.
• Procurement Awareness: As this was a new Function, I prepared and delivered "Procurement Awareness Sessions" to the whole organization.
• Relationship with the Bahrain Tender Board (BTB): I built a relationship with the Tender Board to ensure that all Mumtalakat's procurement requirements that are submitted to the BTB are reviewed and approved seamlessly.
• Commercial negotiations with suppliers: Involved in negotiations with suppliers to ensure services/goods are being procured at the best prices

After the establishment of the Function, I was able to grow my team and today the Procurement team consists of four (04) members including myself. I am heavily involved with working with my team where I coach and develop my team members so that they can grow within the Procurement Department.

Since my transition from Contracts to Procurement, I have been responsible for:

• Management and coordination of all procurement, logistics and expediting activities for the SCM department
• Follow up with the Logistics and Expediting team to ensure timely receival of materials
• Liaise with end-users to determine material requirements
• Liaise with suppliers to understand product offerings
• Monitoring procurement activities to ensure compliance with Bahrain Tender Board (BTB) laws and regulations
• Development and coaching of team members
• Development and implementation of a new SCM 'Purchase Approval' system that has led to a reduction in paper work
• Negotiation of Legal Terms and Conditions
• Commercial negotiations with suppliers to ensure materials are being procured at the best prices

• Development and mentoring of team members
• Preparation of BTB presentation roadshow to all company end-users
• These sessions consisted of a presentation and a Q&A
• Develop with end-users tender evaluation models (Technical and Commercial)
• Develop and review with end-users scope/statement of work
• Contracting strategy planning (bid list, single source, competitive tender, bid waivers)
• Preparation and issue of ITT for various services contracts value in excess of BHD 50K (Oracle Reconfiguration Project, Tatweer Petroleum Employee Savings Plan)

• Preparation and issue of ITT for various services contracts value in excess of BHD 50K (Cementing services, Manpower Supply, Group Medical and Life Insurance)
• Develop alongside end-users tender evaluation models (Technical and Commercial)
• Contracting Strategy Planning (bid list, single source, competitive tender, bid waivers)
• Preparation and presenting at Tender Committee for approvals at each stage of contract process
• Responsible for Contract Administration relating to existing live contracts (Amendments, additional funds, extensions, additional scope)
• Participation in Cost Saving Alliance (CSA) discussions and negotiations
• Negotiation of Terms and Conditions
• Contracts Management-Preparation of contract spend reports on a monthly basis
• Attending Tender Committees as secretariat (setting agenda, MOM, facilitation of TC documentation)
• Attending Service Quality Meetings (SQMs) with contractors as secretariat
• Preparation of Tender Process Chaser report for issue to shareholders
• Quarterly Contracts Subcommittee Presentation- prepare and present quarterly contract updates to shareholders

• Preparation of BTB PowerPoint Presentation detailing the BTB process
• BTB presentation roadshow to all company end-users
• These sessions consisted of a presentation and a Q&A
• Drafted and established BTB documentation used by the SCM team
• Translation of BTB circulars/decisions/law from Arabic to English and circulated to the SCM team
• Develop with end-users tender evaluation models (Technical and Commercial)
• Develop and review with end-users scope/statement of work
• Contracting strategy planning (bid list, single source, competitive tender, bid waivers)
• Contract administration relating to existing live contracts (Amendments, additional funds, extensions, additional scope)
• Negotiation of Legal Terms and Conditions
• Attending Service Quality Meetings (SQMs) with contractors as secretariat

• Contracts Management-Preparation of contract spend reports on a monthly basis for all Drilling and Subsurface contracts
• Support supervisor in the preparing of tender documentation
• Attending Service Quality Meetings (SQMs) with contractors as secretariat
• Support supervisor in the preparation of Technical and Commercial Models

• Updating of 'Master Commitment Tracker' utilized by the SCM team to track all company contracts & procurement commitments
• Preparing the 'Supply Chain Policies and Procedures' presentation to be presented to company end-users