Admin & Logistics Role - 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 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 of 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 role - 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 concerned department according to their requests
- Confirm deliverables specs required by concerned dept. to suppliers
- Update department supplier’s database and handle suppliers contract issuance and renewal
- Update the suppliers’ evaluation records on monthly basis and on suppliers’ application
- Match SLA for all purchased items
Reporting - Inventory Report
- Giveaways distribution Report
- Supplier’s evaluation report
- Work order report
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1-5 years of total relevant experience Ability to set up and organize database 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.