Mazen Shaalan

• Develop and manage tenders for the procurement of material and services, from the bidder’s selection stage through RFQ/RFP, tendering, evaluation to creating the purchase orders and agreements to ensure that quality goods and services are procured at an economic price.
• Evaluate proposals and bids to ensure maximum benefit for Masdar.
• Draft RFQs / RFPs, analyze quotations, review technical evaluation, prepare commercial evaluation and crest the Purchase Orders or Agreements.
• Execute and monitor approved purchase orders.
• Maintain procurement records and documents such as items or services purchased costs, delivery, product quality or performance.
• Protect Masdar's operations and reputation by keeping information confidential.
• Negotiate complex agreements with suppliers.
• Coordinates with other divisions to identify needs to economize ordered quantities, reduce ordering, and inventory holding costs.
• Attend meetings to identify problems, target dates, issues and delays.
• Develop purchasing forecast.
• Raise the level of end user awareness about purchasing role, responsibilities and procedures.
• Support team effort with efficient processes.
• Develops reporting tools/methods to monitor vendor performance against KPIs.
• Monitor vendor performance against KPIs and develop reporting tools.
• Participate in regular meetings to identify problems, target dates, issues and delays.
• Represent purchasing interests in evaluation of proposals and bids.
• Coordinate legal, administrative and financial matters related to purchasing.
• Develop strategic supplier relationships.
• Support QHSE activities, policies and objectives of Masdar and compliance with the laws and regulations of Abu Dhabi and UAE.
• Perform other tasks of duties as may be required by the line manager.

Ensure competent quality execution of all regular purchasing duties and administrative works.
Execution and monitoring of all regular purchasing duties.
Coordinate with user departments and suppliers in the purchasing scope of work for projects assigned.
Handling and monitoring of claims to dealers and vendors for defectives, shortage, missing parts
Monitor and co-ordinate deliveries of items between suppliers to ensure that all items are delivered to site/store on time.
Responsible for the preparation and process purchase orders and documents
Source, select and negotiate for the best purchase deal in terms of quality, price, terms, deliveries and services with suppliers.
Vendor Management by keeping a valid vendors list for smooth dealing.
Plan and manage inventory levels of materials, services and products.
Source for new parts, suppliers when the need arises.
Extensive contact and coordination with staff at various levels and departments.
Planning, organizing and budgeting, all the required material and services for the Company.
Preparing documents to put out tenders for contractors.
Project management and supervising and coordinating work of contractors.
Calculating and comparing costs for required goods or services to achieve maximum value for money
Managing and leading change to ensure minimum disruption to core activities.
Facilities Management by directing, coordinating and planning essential central services such as reception, security, maintenance, mail, archiving, cleaning, catering, waste disposal and recycling.
Ensuring the building meets health and safety requirements and that facilities comply with legislation.
Planning best allocation and utilization of space and resources for new buildings, or re-organizing current premises.
Checking that agreed work by staff or contractors has been completed satisfactorily and following up on any deficiencies.
Responding appropriately to emergencies or urgent issues as they arise and dealing with the consequences.

• Handle Short and Full Process of direct Procurement and Contracts
• Provide the complete service interface between customers / requesting divisions and centralized procurement department and the contractors / suppliers through processing procurement of services and material in line with budget, time and quality standards to ensure overall satisfaction.
• Perform pre-qualification process to update vendor’s database for reliable and capable suppliers and contractors.
• Ensure meeting time scale and deadlines for every procurement transaction and activity.
• Ensure procurement activities performed in compliance to the approved process.
• Contribution with Finance department on contract and orders associated business requirements and related documents verification.
• Accomplish cost savings through effective negotiation.
• Prepare requests for Information/Proposal/Quotation/ tenders with pertinent specifications, clear terms and conditions and prepare tender / quotations evaluation reports
• Perform Vendor Management by scouting for suitable vendors for every tender considering the technical factor and financial saving factor, possibilities and search of alternate for better quality, service and money saving.
• Conduct price analysis commercial evaluation of proposals and tenders in coordination with technical team.
• Prepare the final recommendations for internal acceptance/endorsement in accordance with the agreements reached with relevant customers.
• Prepare Contracts, Purchase Orders and Agreements for approval and circulate approved documents to all stakeholders
• prepare comprehensive reports on full & short procurement processes for information of the Executive Director & Secretary General whenever desired
• Verifying invoices from suppliers in accordance with contract provisions and provide recommendations for payment in collaboration with the Procurement Manager and the relevant customer.
• Add value at each stage of Procurement function by working cooperatively and jointly to provide quality service.
• Prepare relevant reports at regular intervals, as agreed with the Procurement Manager, on progress against the baseline procurement program and supplier service delivery.
• Conduct post evaluation to suppliers per order / contract in coordination with requesting departments.
• Ensure approvals are obtained in accordance with the relevant policies and the Delegation of Authority (DOA).
• Analyses, negotiates and prepares contractual agreements, ensuring appropriate terms and conditions are included to protect the interests of the Agency
• Worked closely with the Legal Advisor in developing new formats of contracts and reports which made it more detailed and easy to understand for both vendors and clients to ensure terms and articles as per UAE Law
• Being a focal point to communicate internally with the end-users and externally with potential and current vendors.
• Member in the bid opening committee and a Presenter in the Tender and Auction committee (TAC)
• Work closely with end-users and contractors to arrange kick off meetings and mobilization.

Procurement Duties
• Analyze procurement requirements and selects the most appropriate methods based on interpretation and assessment of established policies, practices, and experience.
• chair bid evaluation committees, ensures the integrity of the competitive process, facilitates bidder debriefings, and exercises appropriate judgment and tact while ensuring to protect confidential information
• provide required written authorizations, and prepares/issues instructions and import/export documentation to suppliers, freight forwarders, and/or carriers, to ensure timely and safe arrival of goods, and compliance with domestic and international shipping regulations, Customs regulations etc., and takes necessary action to resolve problems/dispute
• analyses, negotiates and prepares contractual agreements, ensuring appropriate terms and conditions are included to protect the interests of DHL
Inter-company Duties (Accounts Payable)
• Inter-Company dispute handling
• Attending to overseas request for invoices for various countries
• Ensuring overseas billing was done correctly and according to the contract between customer and sales
• Verifying and clearing of UCF - inbound advance, free domicile and re-forwarding Ledgers
• Reconciling of inter-company suspense accounts.
• Settlement of inter-company outstanding positions.
• Ensuring accuracy of cost accruals at inter-company level
• Minimize inter-company differences at global level.
• Having a good knowledge of Air Logis and JBA Applications
• Ensure Filing was done in a timely manner with a good control of the documents and Maintains files, including filing of general ledger journal vouchers, accounts payable documentation, and other miscellaneous filings
• Providing assistance and guidance to the team members and junior accounts assistants.


Credit Control and Collection Duties (Accounts Receivable)

• Plan and execute collection activities of Credit Collection, Cheque Collection, and Prepare credit notes Customers invoice request and follow up.
• Monitor GST outlay collection
• Day to Day Following up collection and attending queries from customer.
• Visit & advise customers for receivables and weekly reconciliation of statement,
• Explain Billing Invoices and resolve billing discrepancies with Customers
• Assist in major customers disputes settlement.
• Prepare manual statement of accounts for customers
• Send reminder letters to customers.
• Allocation of payments received from customers.
• Prepare monthly dispute schedules for follow-up.
• Achieve DSO target set by the station.
• MIS reporting about Receivables. Preparing, analyzing Customer statement, Aging report, Collection report & other related data

• Overall in charge of company’s Activities including cash handling, Expenses and revenue queries
• Handle full set of accounts
• Helping the company in Setting up and settling down in Market
• Providing administrative, financial and analytical services to the Accounting Department in APAC to ensure accurate and timely processing of financial and statistical information and reports.
• Assist in training less experienced employees; work with cross-cultural teams in the division on alignments and continuous improvement projects in order to maintain and improve desired service levels.

• Overall in charge of Bank’s Activities including cash handling and resolving of any queries / complaints from external and internal customers.
• To assist the Revenue and Expenses teams and Ensure Quality in handling the Cashbooks.
• Providing administrative, financial and analytical services to the Accounting Department in APAC to ensure accurate and timely processing of financial and statistical information and reports.
• Coordinate and analyze opportunities for automated system reporting.
• To follow up on accounts receivables and to do month-end reports which consist of profit / loss figures.
• Perform a wide spectrum of accounting and financial related services - general ledgers closing, revenue accounting, asset management, accounts payables, accruals, balance sheet reconciliation, cash book, inter-company etc; review and approve accounting entries, validate accuracy and completeness of data entry; insure timely disbursements to vendors and employees; compile and analyze Key Performance Indicators; recommend and implement corrective actions in order to ensure that accounting records are timely and accurate.
• Research accounting problems and discrepancies in the area of assignment and take corrective action to resolve problems in order to ensure timely and accurate financial reporting and service level
• Respond to all internal queries regarding payment and vendor information; clarify finance policies for which they are responsible or refer to senior staff on queries regarding finance policy compliance; align with local Accounting on accounting related issues in order to ensure that all FedEx departments are well informed about financial policies and are in compliance.
• Assist in training less experienced employees; work with cross-cultural teams in the division on alignments and continuous improvement projects in order to maintain and improve desired service levels.

• Set appointments with potential clients and explain our insurance programs with all its benefits to make them realize how important our service is and create the needs.
• Plan and execute the suitable strategy to each individual customer.
• Achieve monthly quotas set by the management.
• Close policies and provide after sales services