Procurement & Admin Executive

7 days ago

Cairo, Egypt Transmar Full time

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

**_ 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
- 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
- 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)

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