Alshaya Group | Project Management | Communications | Administration | Sustainability
Alshaya Group
Total years of experience :14 years, 7 Months
As a Sustainability officer, I oversee a comprehensive suite of activities related to reducing environmental impacts and applying sustainability principles. Directly reporting to Head of Sustainability and COO.
Scope of work:
• As part of a team we develop, implement, and evaluate programs for Alshaya that support social, environmental, and economic sustainability objectives.
• Oversees the overall execution, mission, and efficiency of the sustainability program and department.
• Collaborates with appropriate departmental managers to facilitate performance evaluations that are timely and constructive.
• Assesses and analyzes company policies and processes to identify areas in and processes to which improvements can be made in accordance with the organizations commitment to sustainability.
• Brainstorms and identifies creative ways in which the company can balance business obligations with the goal of respecting, supporting, and improving the local and global environments.
• Proposes and implements strategies to address various environmental concerns including energy use, conservation, reduction of pollution, recycling, building and facility design, and general education on sustainability.
• Drafts and implements sustainable organizational policies/SOPs.
• Conducts research to identify environmental and sustainability concerns, interests, and issues.
• Considers sustainability proposals with attention to factors such as cost effectiveness, feasibility, and ease of integration with other programs.
• Drafts and prepares reports, presentations, and communications for Sustainability Manager and Head of Sustainability and other key stakeholders.
• Develops and maintains appropriate documentation and records including tracking of budgets and other financials.
• Prepares documentation required for project funding for various environmental initiatives including proposals and grant applications.
• Identifies and facilitates training as needed.
• Performs other related duties as required.
Assist the with daily administrative duties and complete a broad variety of administrative tasks
that include managing an active calendar of appointments; completing travel claims;
arranging complex and detailed travel plans, itineraries and agendas and compiling
documents for meetings.
• Maintain department schedule by maintaining calendars for department personnel; arranging
meetings, conferences, teleconferences and travel.
• Arrange Visas for the team.
• Communicate with the Team on the President’s behalf and coordinate logistics with high-level
meetings both internally and externally.
• Coordinate meetings with the VPs, Operations Team, HR Support Team and Presidents / VPs
of other brands.
• Work directly with the Presidents, Vice Presidents and Executive members from Other brands
and regions (Middle East)
• Works directly with senior level staff (Senior Operations Manager, Operations Managers,
Business Directors, Area Manager) and HR both internally and externally
• Work directly with all stores (around 300 stores) in Northern Gulf, Southern Gulf, and KSA.
• Deal with post -Postal, Aramex and DHL
• Brand Training Champion for the Team + sustainability project
• Organize trainings and meetings for stores at head office
• Immersion plans for all executive joiners
• Receive weekly Operations movements and update on the Attendance tracker
• Maintain office supplies inventory by checking stock to determine inventory level; anticipating
needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
Perform routine clerical and administrative functions such as drafting correspondence (Official
letters, Internal Memos, Project / Site Memos & Letters to Suppliers), scheduling
appointments).
• Organize, Setup and maintain paper and electronic files and providing information to callers.
• Organize and Coordinate Meetings and conferences.
• Locate and attach appropriate files to incoming correspondence requiring replies.
• Receiving Incoming / Outgoing documents and routing to concern.
• Note, Format and Distribute the Minutes of Meeting.
• Regular updating of Statement of Accounts and follow up for payments with suppliers.
• Managing Cash Payment Notes, Promissory Notes, Letter of Credits, Letter of credit
Amendments, Cheques and Bank Guarantees.
• Distribution of Cash & Cheque for salaries & overtime to Employees.
• Receiving and sending faxes electronically & manually.
• Schedule and confirm appointments for clients, customers and supervisors.
• Order and dispense supplies.
• Manage Office space and operate office equipment independently.
Independent handling of correspondence and maintaining of up to-date records of all official
proceedings.
• Arranging meetings and co-coordinating with the various personnel in the organization, and
outside the organization in streamlining the smooth functioning of the establishment.
• Perform a variety of Internet research functions.
• Compose correspondence/reports for self or superiors’ authorization.
• Arrange essential mail in priority action order for superiors.
• Check deadlines on incoming requests and put preliminary work in play.
• Process replies on own initiative or from superiors’ dictation / notes.
• Perform general clerical duties to include but not limited to: photocopying, faxing, mailing,
and filing.
• Maintain hard copy and electronic filing system & keeping a track of all incoming and outgoing
correspondence.
• Support staff in assigned project based work.
• Excellent typing skills.
● Procurement:
✔ Receiving Material requests.
✔ Inviting quotes & preparing comparison sheets to evaluate various quotes.
✔ Follow up with suppliers for competitive offers.
✔ Preparing Purchase Orders based on final Management decision.
✔ Follow up with Suppliers for delivery of material.
✔ On receipt of material - preparing Goods Receipt Notes & Site delivery Notes
✔ Updating purchase order logs.