Administration Officer (Purchasing Officer – PA for Deputy CEO),
Etihad Rail DB
Total years of experience :13 years, 1 Months
Principle responsibilities as a PA for Deputy CEO include:
• Handling confidential matters such as Assistant the Executive Committee Secretary to prepare of Executive Committee submissions, Action Log, Minutes of Meetings, Instructions, memos, circulars, reports, tables, charts, spread sheets, filling and clerical functions such as preparing correspondence, scheduling meetings, etc.
• Liaise with the travel agencies, hotels and car rentals to arrange for all official bookings and accommodation locally and overseas and to grant cost effective rates.
• Assistant Executive Committee Secretary to prepare agenda’s and makes arrangements for Executive Committee Meeting, and other meetings; coordinate for each Executive Committee in strict accordance with the monthly timelines set.
• Prepare Agenda’s binder hard copy and soft copy, and then make sure all Executive Committee Members have been received.
• Prepare electronic decision format such as action log and assistant the Executive Committee Secretary to follow up with Originators or Executive Directors.
• Prepare database for all incoming and outgoing database correspondence like letters, e-mails, faxes in response to correspondence as directed by computer media, in addition to replying to incoming correspondence as required.
• Plan, maintain and manage activities (calendars) of Deputy CEO (Executive Committee Secretary) then submitted to the SAP and provide all documents support.
Principle responsibilities as a Purchasing Officer include:
•Prepare the RFQ/RFP with negotiate about the price, payments and delivery date, and then opening the tender with committee. • Handle Petty Cash and prepare accurate statements with related requests and invoices.
• Prepare and follow up on SAP all needed Material & Service requisites (PO, PR, CRO and Payments).
• Develop and maintain timely and accurate financial statements and reports that are appropriate for the users and in accordance with generally accepted accounting principles (by SAP).
• Prepare all supporting information for the annual audit with the approved external auditor.
• Develop and maintain financial accounting systems for cash management, accounts payable, accounts receivable, credit control, and petty cash.
• Assist staff with the preparation of budgets for funding applications.
• Provide accurate and timely reporting on the financial activity of individual projects (department).
Reasons of leaving: Outsource contract
Aldar Properties PJSC, a multi-billion property and master community developer headquartered in Abu Dhabi, with more than $75 billion USD announced since its launch in 2005.
Working in the Aldar Estates division, reporting to the Head of Procurement and Commercial Services, responsible for purchasing, monitoring and controlling all the aspects of procurement activity to optimum cost, quality and performance.
Principle responsibilities include:
•Entering Purchase Requisition Forms (PRFs) / Raise Purchase Orders (POs) / Create Goods Received Notices (GRNs) / Supplier communication / receiving quotations for requestors.
•Approving Purchase Orders (POs) in Oracle Systems.
•Reviewing consistency of procurement policies and procedures and identify areas for continual improvement.
•Ensuring that all procurement activities are conducted according to the Estates agreed policy and associated procedures.
•Managing the selection of suppliers that can provide the required quality, flexibility, reliability and pricing and achieved in a compliant manner with Estates procurement policies.
•Maintenance of the Registered Supplier list and corporates supplier rates database.
•Additionally assisting the Head in all commercial and related activities such as tendering strategy, tendering evaluation, contract placement and in life contract management, ensuring Aldar Estates’ requirements and expectations are managed through an effective and measurable contracts mechanism.
Key accomplishments:
•Helped the Department realising savings circa 40% reductions on year on year spend with up to 80% reduction for new spend, at the same time increasing quality of deliverables, enabling Aldar Estates to establish itself as the most profitable department within Aldar.
Reasons of leaving: the company was shutdown
Baynounah Media Group is a privately owned Emirati group inspired by the progress of the United Arab Emirates, promoting Abu Dhabi's growth within the Abu Dhabi 2030 vision as it focuses on the authenticity of Abu Dhabi's identity and brings forth a nation that embraces the future while preserving its past. Reporting to the Finance Director my key responsibilities were:
Principal responsibilities include:
•Verification and processing of Project, Non-Project invoices, vendor invoices and credit notes followed by preparation of approved invoices by batch for entry onto the Oracle system.
•Helping in preparing cost analyses for projects and programmes.
•Negotiating prices (keeping costs within budget) & delivery / completion terms.
•Issuing (LPO, PV, PN, Transfers) in Oracle & foreign order confirmation & following-up on shipping arrangements.
•Keeping track with the storekeeper with respect to goods received and keeping stock at optimum levels.
•Ensure accurate recording and verifying all invoices received and maintenance of appropriate auditing practices to limit financial risks faced.
•Maintaining and analysing all records of Purchases, Claims, Payment and dues by suppliers/ product categories.
•Handling petty cash for each programme and project, and checking on advance payments within Oracle.
•Checking company credit cards (comparison of internal records with bank statements) on a monthly basis.
Prime Achievements include:
•Reviewed over 1000 invoices and supporting documentation within agreed timelines ensuring completeness, accuracy and compliance with contractual terms. Ensured all transactions complied with the company procurement and financial policies and procedures.
•Held negotiations with companies, achieving significant discounts. In particular with BMG new group, Etihad Airways and Emirates Airlines.
•Held registration of new suppliers and process of getting them on board on the company’s’ approved list.
•Created KPIs for Purchasing and Account Department to ensure efficiency of processes.
•Dealt with single Source Suppliers for Materials and Products.
•Prepared Pre- Qualification processes and associated forms and issued to over 2000 suppliers dealt with by the company and secured receipt within the 60 days’ timeline associated with the procedure.
•Liaised with Functional IT Oracle team for the creation of the purchasing system for use by the purchasing team, at the same time checked all purchase orders for completeness i.e. in line with terms and conditions, and appropriate sign-offs.
Reasons of leaving: better opportunity
Tabreed is a leading district cooling company providing sustainable, energy efficient and innovative cooling solutions to government, commercial, residential and private organizations in the GCC. Reporting to the Purchasing Manager my principal Job Responsibilities were:
•Preparing technical & commercial specifications for request for proposals, including terms and conditions and evaluation criteria to be met by suppliers and vendors.
•Analysing current procurement activities and recommending improvement for more efficient procurement methods resulting in quantity discounts, standardization, value analysis and cooperative purchasing.
•Assisting in resolving accounts payable invoice discrepancies, variances and follow-up with suppliers.
•Monitoring shipments ensuring goods are received on time, tracing shipments and following up on undelivered goods.
•Coordinating and resolved problems with end user departments and supplier.
•Researching and evaluating suppliers based quality, selection, service, support, availability, reliability production & distribution capabilities & the supplier reputation & history resulting in the best price to be achieved.
•Conducted indoctrination of newly hired/assigned personnel to the Procurement Department.
•Matching invoices with Purchase Orders and processing payments via the Account Department.
Prime Achievements include:
•Identified duplication of invoicing and payments to suppliers, held meetings with suppliers and resolved all issues going forward.
•Achieved significant savings for the company’s rent-a-car contract, improving level of service and better payment terms for the company.
•Developed and implemented pre-qualification process of suppliers resulting in better suppliers working with the company.
Working as PA for GM
Leasing (ADNL) is a wholly-owned asset-based finance arm of
courses: EIBFS, 2008. •Certified Purchasing Professional (CPP), American Purchasing Society, 2008. •Basic and Functional Course, Amadeus Gulf, 2008. •International Centre for Training and Development (ICDL), 2004. •Diploma in Banking & Finance (ifs UK) EIBFS 2003.
courses: EIBFS, 2008. •Certified Purchasing Professional (CPP), American Purchasing Society, 2008. •Basic and Functional Course, Amadeus Gulf, 2008. •International Centre for Training and Development (ICDL), 2004. •Diploma in Banking & Finance (ifs UK) EIBFS 2003.