Procurement & Admin Executive

Job Purpose:

Responsible for handling the Administration and Logistics operations and payments along with collecting and updating quotations from suppliers

Job Description:

Admin & Logistics

• Manage & follow up on messengers/ drivers' missions progress / Work orders / Work Application schedules and timing
• Manage cars & fleet routes and requirements for business needed
• Support subsidiaries with service needed and update the application
• Handle staff regular drivers & messengers requests, updates, schedules
• Follow administration processes including invoicing, orders recording, payments & expenses handling and related documentation for the department.
• Responds to department inquiries and requests from subsidiaries
• Receive Admin requests from admin help desk and respond to queries accurately & timely
• Update department SOPs
• Coordinate drivers and messengers' vacations schedules and alternatives
• Carry out the administrative duties of the department to fulfil the needs of all employees.
• Attend to staff purchases and orders for needs & catering/ PR /Visits/ Events/ Summits & conferences
• Carry logistics & administrative work for all events and related arrangements & payments
• Get quotations for the annual give away samples/ quotations and create POs
• Follow up on receiving products and add them to the inventory log and Inventory Application
• Report delivered quantities from the inventory
• Monitor stationary stock levels in all company sites and handle replenishment
• Manage and plan the annual orders & distribution for the giveaways/ cookies/ Nuts/ flowers etc any special order and setup
• Proceed with the CSR project payments and related issues
• Plan, order and distribute the company Stationary items according to budget and requirements per company, department & branch
• Rental of buses & Cars according to requests

Travel Arrangements

• Book flights ticket for the requested date with competitive price rates
• Handle local & International travel arrangements and requirements according to travel policy
• Review, record and update Passport validity and visa status
• Update perdiem and travel expenses accordingly and prepare payments
• Follow up on travel agencies, employees & concerned airlines when needed, especially during problems, to ensure that all travel arrangements are up to the prescheduled plan
• Submit visa documents and follow up issuance and process
• Communicate covid-19 travel updates/ PCR/ Travel insurance

Purchasing

• Issue purchase requests and the following procedures
• Frequently update RFQ
• sourcing for suppliers to select & filter
• Negotiate with suppliers to achieve the most competitive price rates
• Issue POs and review deliverables based on the approved POs
• Provide samples to the department concerned according to their requests
• Confirm delivery of specs required by concerned dept. to suppliers
• Update department supplier's database and handle suppliers contract issuance and renewal
• Update the supplier's evaluation records monthly and on suppliers' application
• Match SLA for all purchased items

Reporting

• Inventory Report
• Giveaways distribution Report
• Suppliers' evaluation report
• Work order report

Job Requirements

• 1-5 years of total relevant experience
• Ability to set up and organize databases and Spreadsheets - Ability to efficiently use MS Office (Word/ Excel/ PowerPoint) - Good knowledge of dealing with Local and international vendors. Knowledge of ERP Systems is a plus.
• Bachelor's degree or equivalent
• Knowledge of MS Office, with a particular focus on MS Excel
• Excellent command of English (Spoken & Written)