Job Summary

• The main objective of this position is supporting the Operations department in terms of site related Administrative tasks.
• To have an up to date and on hand record of store inventory, petty cash/business advance/ site expenses detailed to all Sites/Employees.

Key Accountabilities

Issuing materials and stock for sites on daily basis through Pick tickets.Always make sure to update the inventory stock for the site.Coordinating with operations team for fast running stock and items, to be stored.Raise Purchase Requests related to store and operation.Open / Close Pick tickets on daily basis.Generate Pick tickets report on monthly basis and submit to Manager.Requests the Site expenses / petty cash advance for all PP Sites and Employees whenever required by raising advance request on database and follow up with F&A until the amount is received at site.Maintains the record of all petty cash advances issued for Sites and employees, and submit reports on a monthly basis to the Operations Manager for review.Follow up and receive expense invoices from all sites, prepare summary, Arrange approval and Submit to F&A for reimbursement.Follow up with F&A staff for any cash related issues for Sites and ensure there are no delays in the process of reimbursement and settlement of cash transactions.Follow up and close all Expense Reports on system against all Business advances issued to staff, and have such records for each individual employee for future references.Follow up and receive all invoices for diesel supply from the vendors and process the invoices upon receiving confirmation of diesel receipts on sites.Quarterly update the inventory of store and submit to Manager.Posts Overtime for all Staffs in all regions on OT Database.All works assigned by his / her direct manager.

Knowledge, Skills and Aptitude

• Educational Qualifications and Certifications: F.A / B.S Degree in Business Administration or equivalent qualification.
• Knowledge: Should possess superior PC operation skills: Lotus DB’s, SAP. MS Office especially Excel and Power Point.
• Technical Skills: Technology Skills. An administrative assistant works with office software programs, including spreadsheets, databases, word processing and graphic presentation software.
• Language Skills: Written & spoken knowledge of the English & Arabic languages.
• Experience: Minimum 5 years’ experience in clerical capacity including administrative/accounting jobs.

Key Interactions

• Key Internal Contacts: Prop. Service Manager. PCD.
• Purpose of Interaction: To update and follow up daily operations. Follow up procurements and contracts.
• Key External Contacts: Outside Contractor. Follow up.
• Purpose of Interaction: To update servicing contract and renewal. Follow up outsource payment process.
• Direct Reports:  N/A