Job Details
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Job Description
Admin Role
- Follow administration processes including invoicing, orders recording, payments & expenses handling and related documentation for the department.
- Responds to inquiries and requests from subsidiaries
- Regularly update the store archiving plan (in & out files)
- update on daily basis the database and archiving system (laser fiche)
- Receive Admin requests from admin help desk and respond to queries accurately
- Record payments expenses & issue monthly invoices and expense reports
- Record, update & review monthly premises custodian
- Maintain minimum level stationary supplies and coordinate deliveries.
- Keep minimum stationary level of stuff
- Follow up on office maintenance and contact concerned parties: electrician, carpenter…etc.
- Order and record canteen & cleaning supplies
- Carry out administrative duties of the department to fulfil the needs of all employees.
- Follow up on messengers/ drivers’ missions progress
Purchasing Role
- Issue purchase requests and the following procedures
- Collect and review quotations on a regular basis to select & filter suppliers
- 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 concerned department according to their requests
- Update department supplier’s database and handle suppliers contract renewal
- Update the suppliers’ evaluation on a monthly basis
Travel Arrangements
- Handle travel quotations upon receiving mission requests
- Fill up registrations for business events when requested
- Source different options for Air tickets to selected most competitive rates
- Assure that all required documents are complete and accurate for visa application
- Keep updated record of needed data in order to renew Visa or passports
- Book hotels for employees' travel (local and international) with most competitive prices.
- Follow up on travel agencies, employees, embassies & airlines to ensure that all travel arrangements are going smoothly according to prescheduled plan
Job Requirements
- Bachelor's degree or equivalent
- Knowledge of ERP Systems is a plus
- 1-2 years of experience in reservations & bookings
- Previous experience with Budgeting Alignment
- Good knowledge of dealing with Local and international vendors.
- Ability to set up and organize database and Spreadsheets
- Ability to efficiently use MS Office (Word/ Excel/ PowerPoint)
- Excellent command of English (Spoken & Written)
