Job Summary and Purpose Provides office and administrative support and services to Procurement and Supply Chain Department’s management system. Accountabilities Key Accountabilities:
1) Assist P&SC Manager and all the buyers as and when required with respect to departmental requirements.
2) Provide and maintain data entry, tracking, collecting, compiling and updating of files, reports and documents relevant to P&SC Department
3) Responsible for maintaining Integrated Management System (IMS) documents and forms
4) Responsible for PR creation, Reservation and Service entry creation in SAP system
5) Responsible in re-allocating the PR’s to individual buyers in a daily basis
6) Supports all the buyers in dealing with new source vendors for vendor requirements submission
7) Assisting all the buyers for Vendor Registration and Vendor Evaluation
8) Assisting in admin duties for gate passes application for vendors
9) Responsible in handling the Petty Cash to support the department and projects’ petty cash purchases
10) Responsible in processing credit card and petty cash replenishment Accountabilities – 2 11) Assisting the LTC Secretary in organizing meetings and appointments
12) Supports the LTC Secretary in drafting the Minutes of Meeting for all LTC submissions
13) Assisting LTC Secretary in getting signatures and approvals from Senior Management after the LTC meeting
14) Manages the sub-contractor facility cost recovery as per the requirements
15) Liaise with the HR Department with matters relating to P&SC Personnel’s attendance, leave entitlements and applications and other employee-relation concerns.
16) Maintenance of records & files i.e. PO, Competencies mapping, training records etc.
17) Responsible for all the documentation of the department related matters
18) Manages department stationery and department time keeping
19) Assist in the preparation of regularly scheduled reports
20) Provide information by answering questions and requests when needed
21) Contribute to team effort by accomplishing related results as needed
22) Perform other related duties and responsibilities as assigned.
Accountabilities – 3 Accountabilities – 4 Competencies Drive Vision Interactive Communication Customer Centricity Solution Oriented Empower & Nurture Talent Collaboration & Teamwork Achievement Oriented Key Result Areas Professional, quality and on time administrative services.Developing executive level presentation & materials based on Managers requirements, from concept and minimal data and information using initiative and perception.Maintenance of records Interactions and Working Relations Internal: With all sections and project teams
Purpose: Direct support service integrated with operations External: Suppliers, Vendors and Contractors
Purpose: Documents receipts, Transmitting appropriate communications
Financial Authorities As Per TOFA Qualifications, Experience and Job Skills Qualifications:
A certificate in Business Administration or equivalent, and fluent in English.
Experience:
Enterprise Systems and MS office experience.
Job Specific Competencies:
Technical
8) Business Systems Knowledge
9) Record Keeping and Document Control
Administrative Assistant Department: Procurement & Supply Chain City:
Job Segment: Secretary, ERP, Administrative Assistant, Supply, Procurement, Administrative, Technology, Operations
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