Project Secretary
Alfanar Company
Total years of experience :9 years, 10 Months
-Initiate the purchase process as per the final bill of quantities, work scope and/or project specification for Dubai Electric & Water Authority (DEWA) approved materials.
-Coordinate with Planning Engineer for allocation of budget and Project Manager for approvals of all purchase requisitions.
-Finalization of Purchase Orders under specified controls, terms and conditions with suppliers.
-Keep tracking the task until PO finalization.
-Submission of product technical data, samples and shop drawings for approval to ensure that the correct product and quantities will be installed on the project.
-Submission of supplier prequalification for SEC verification on the portfolio of best suppliers for the execution of sublet work.
-Maintain the Drawing control sheet (DCS) for updated information on the latest revision of approved Issued for Construction (IFC) drawings.
-Maintain the major reports for submittal status and purchase control sheet for the project.
-After material deliveries and GR in the system and QA/QC approval, keep follow up for the invoices to settle the PO.
-Preparation of Service entry sheet in SAP after job completion at SITE duly approved by the Site manager and process the invoice for payment.
-Follow up for the payments of clean invoices under process with the accounts department.
-Coordinate with SITE persons for routine tasks.
-Upload the SEC approved Project Progressive Invoices and track them till acknowledgment from SEC.
-Responsible for maintaining the Master Data of Materials in SAP.
-Periodic Mass Maintenance of Materials for removal of discrepancies and redundancy of data.
-Ensuring in time delivery of master data to support the business processes.
-Monitoring Data Quality, data consistency over material groups and purchase groups.
-Strengthen the operational activities to reduce the lead time of the task.
-Provide assistance to the audit department for ensuring the inventory control system to its respective storage locations.
-Handle the inconsistent requests from users and coordinate with them for the right outcome.
-Provide support to individuals for their desired reporting from the system and set variants accordingly.
-Look after for Imports of Raw Material, Machineries & Spare / Maintenance tools for Group of Companies.
-Coordinate with suppliers for quantity reserves, price negotiation and periodic orders booking.
-Coordinate with the Production and Sales Team for ensuring the material availability as per Equivalent Ordering Quantity (EOQ).
-Establishment of LCs with different Banks under contract terms.
-Maintain the management reports for outstanding LCs with banks.
-Shipment tracking for prior arrangements of the clearance process.
-Engage clearing agents for Custom clearance of consignments.
-Maintain the Custom Bonded Warehouse position and keep the management updated about the outstanding custom duties, taxes and their Limits and due dates.
-Process the Retirement of Shipment Documents and release of Pledged Goods.
-Scrutinize the Clearing Agents Bills before payment processing.
-Performed audit engagements as per the firm’s designed methodologies as identified under the rules of the Institute of Chartered Accountant of Pakistan (ICAP).