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 SOP’s 
• 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 PO’s 
• 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 PO’s and review deliverables based on the approved PO’s 
• 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 suppliers’ evaluation records monthly and on suppliers’ application 
• Match SLA for all purchased items 

Reporting

• Inventory Report 
• Giveaways distribution Report 
• Supplier’s evaluation report
• Work order report