Office Administrator
United Development FZE
Total years of experience :26 years, 7 Months
• Update and maintain databases such as mailing lists, contact lists, customers and vendors information.
• Perform regular data entry tasks, including updating information, creating new records, and deleting obsolete ones.
• Organize and maintain electronic and paper filing systems, ensuring data accuracy and easy access to important documents.
• Sourcing bids and tenders through NSPA, JCCS, UNGM and SAM.GOV portals, and daily monitoring on tender list, submission and follow up of Expression of Interest (EOI).
• Scheduling meetings and managing calendars of Managing Director.
• Handling inquiries and incoming transportation/logistics rate requests.
• Carrying out basic bookkeeping.
• Communicates any discrepancies or other issues relating to the Sample Submission Form (SSF) or other aspects of the client’s requests to Supervisor or appropriate Canadian resource for resolution.
• Links appropriates price list and sales quotations to work orders.
• Ensures clients analysis and invoicing instructions are followed to help improve efficiency for production.
• Generates customer invoices and statements of accounts (SOA) and distributes to clients’ accounts payable.
• Accurately encode data into the company database, ensuring that all information is entered correctly and in a timely manner.
• Maintains and prepares reports from manual or electronic files, inventories, mailing lists and databases.
• Responsible for booking flights and hotels of employees.
• Prepares, posts, verifies, and records customer payments and transactions related to accounts receivable.
• Initiate data gathering for ageing of receivables and prepare statement of accounts (SOA).
• Generate and prepare sales reconciliation transactions using Data Warehouse and Oracle Fusion system.
• Initiate credit notes and journals for sales/refunds/credit notes.
• Creates invoices according to company practices; submits invoices to customers as required by 3rd Party channels.
NCS's principal activity is to support NATO and allied peacekeeping forces with fuel and lubricants for operating the various vehicles and engines needed for the peacekeeping operations. This includes aircrafts, tanks, trucks and generators. NCS has many years of successful experience supporting expeditionary forces in remote areas. Among our various clients on supplies for Fuel, Oil and Lubricants are US Army, German Army and NATO.
• Accurately encode all fuel data in NFMS and compilation of the Inventory Reports (IR) and other mission essential reports as required under the direction of the VFMS Manager. Maintain BFI/Delivery/Off-Base Storage paperwork database accurately.
• Ensure that all Sale transaction receipt slips have been checked and logged onto the NFMS Fuels Manager system. Synchronization of handheld onto the NFMS and troubleshoot on any Operator error with transaction issues.
• Submission of reports such as sales report, stock, and inventory report to the Management team with regards to the fuel stock and movement off and on base.
• Processes inventory transactions in a timely manner to maintain current and accurate fuel stock records. Maintain accurate records of uploading and downloading and transfer of fuel stock.
• Ensure optimal integrity of reliability-critical databases via regular data reviews, loading monitoring and reporting through NFMS Fuels Manager inventory system.
4 Corners are one of the leading suppliers of FMCG in support to UN military contracts in Mombasa, Kenya and Mogadishu, Somalia.
• Customer’s focal point for all operational needs, collaborating closely with commercial, Supply Chain and other functional partners to meet business objectives while servicing UN customers with excellence.
• Track and trace all inbound and outbound international shipments from point of origin to point of destination and ensure with complete import and export documentations for clearance.
• Coordinate with local and international suppliers and ensure complete shipping documentations such as Country of Origin (COO), Health Certificate (HC), Certificate of Analysis (COA) and Bill of Lading (BOL) were received
• Create purchase order (PO) using SAGE system and submit invoices and statement of accounts (SOA) to customers. Ensures high level of accuracy in all invoices and all billable revenue is captured and invoiced in the SAGE system in a timely manner.
• Responsible for the total procurement process - sourcing thru closure of purchase order, to include thorough documentation.
Supreme Group has provided critical, life sustaining services that empower military forces to accomplish missions in challenging and austere environments around the global.
• Fleet Management: To provide fleet support to operations, ensuring a quality and cost-effective solution with efficient utilization of containers and vehicles across the group’s activities in all locations includes Afghanistan, Mali, Somalia, Liberia, Ivory Coast and UAE. Ensure up to date and accurate Fleet Management system (Key2). Responsible for the efficient planning and performance of all transport movements. Daily communication with internal and external customers and processing the requests.
• Procurement/Lease Tender: Responsible for tendering lease contracts, supplier negotiation and contract administration, with the target of bringing down the lease costs. Evaluate bids, selects, and recommends suppliers, negotiates price, delivery, quality and service.
• Contract Management: Ensures all vehicles lease agreement/contract and vehicle insurance are up to date and renewed in accordance with company policy.
• Invoicing: Process and provide timely resolution on supplier invoicing issues.
• Asset Disposal: Manage the day-to-day processing of asset sales during demobilization, liaising with Country Managers and Business Unit Heads.
• Ad Hoc Duties: Organizing and maintaining diaries and making appointments. Issuing reports and liaising with customers and suppliers as required. Any other duties as directed by Line Manager, to assist the Department requirements.
Supreme Group has provided critical, life sustaining services that empower military forces to accomplish missions in challenging and austere environments around the global.
• Responsible for overseeing the monthly service bill runs, ensuring a high level of accuracy in all billing and all billable revenue is captured and invoiced thru AXAPTA in a timely manner.
• Invoicing: Generate monthly billing summary in AXAPTA and ensures correct customer dimensions, VAT group, line property and proper validation, with high level of accuracy in all billings. Reported discrepancies to Stock/Pricing Control Manager. Compiled Cost Centre reports for charges billed to customers. Consolidate and prepare accurate invoice/billing summary table and submit to Technical Services Finance Department for further process.
• Helpdesk: Provide assistance and process service work order/job card order in AXAPTA by creating and closing the request in a timely manner. Manage the whole job card system in Kabul, Afghanistan.
Supreme Group has provided critical, life sustaining services that empower military forces to accomplish missions in challenging and austere environments around the global.
• Manage all aspects of remote site in terms of service, maintenance and operations plus internal services required for the camps and labors, includes Pest Control, Fire and Safety and Waste Management.
Supreme Group has provided critical, life sustaining services that empower military forces to accomplish missions in challenging and austere environments around the global.
• Customer Service: Handle and resolve customer’s complaints, issues, build and maintain positive relationships with all customers in order to exceed their needs.
• Responsible for the complete upkeep and smooth functioning of the laundry department in remote sites. Working under limited supervision with considerable latitude for the use of initiative and independent judgment.
• Invoicing: Prepare and submit invoices and statement of accounts to customers in a timely manner.
-In-charge of keeping the information flowing between the Clients, Supervisors, Managers and the Company President.
-Study and understand the process of company client and distribute to production for guidelines and implementations.
-Monitor the daily information and status of book order, create log sheets of book orders and forward to production.
-Submit book output to client for client approval or revision request.
-In-charge for the daily operation and monitoring of supplies.
-Preparation of office memorandum with regards to tardiness, absences and any violations committed by staff.
-Attend monthly progress meeting, sharing some initiatives and recommend possible solutions for any problem that may arise in connections with the sales.
-Conduct orientation with regards to company policy.
-In-charge for the advertisement of services and recruitment.
-In-charge for the payroll of staff.
-In-charge in procurement of goods and office supplies.
-In-charge for the incoming and outgoing project.
-Preparation of office memorandum with regards to tardiness, absences and any violations committed by staff.
-Attend weekly progress meeting, sharing some initiatives and recommend possible solutions for any problem that may arise in connections for the accuracy and productivity of staff.
-Conduct project orientation based on client’s specific instructions.
-In-charge in monitoring of staff’s productivity and accuracy.
-Coordinates with Production Manager.
-Attend weekly progress meeting, sharing some initiatives and recommend possible solutions for any problem that may arise in connections for the accuracy and productivity of staff.
-Conduct project orientation based on client’s specific instructions.
-In-charge in monitoring of staff’s productivity and accuracy.