Logistics Coordinator
ADNOC Fertilizers
Total years of experience :8 years, 9 Months
Receive approved purchase orders and acts according to payment terms.
● Maintains purchase order files, confirms purchase orders and utilizing MAXIMO system
for expediting activities.
● Preparations of logistics plan and expedite order deliveries as per delivery terms &
INCOTERMS and ensure timely delivery of orders.
● Supervise and prepare letter of credit and amendments, amend purchase orders, issues duty
exemption letters, authorization letters and shipping guarantees.
● Developed and executed logistics plan for high value Turnaround / Shutdown equipment
such as boilers, catalysts etc.
● Verify shipping documents and prepare duty exemption documents for clearing the material
from airport/seaport.
● Communicating with shipping companies for shipment arrivals & collection of delivery orders.
● Apply for government permits such as ESMA, FANR, dangerous goods permit from Dubai
Municipality etc.
● Supervise customs duty deposit and refund claims with Abu Dhabi Customs Department for
temporary import or deposit for lack of documentation.
● Preparing invoices and packing list for shipments. Applying for Certificate of Origin from
Chamber of Commerce.
● Interact and coordinate with forwarder and vendors for prompt clearance and dispatch of
shipments from airport / seaport. Identify the optimal mode of shipments as per INCOTERMS.
● Supervise and arrange the transportation of material to plant. Verify materials at store.
● Preparing discrepancy reports and follow up with vendors to clear / settle discrepancies.
● Verify invoices of appointed forwarder and issues service / purchase orders for their logistics
services as per contract rates, terms and conditions.
● Monitor and follow-up order delivery with local and overseas suppliers / manufacturers.
● Follow up advance payments and bank guarantees as per payment terms.
● Preparing monthly reports of expediting activities, balancescord report observing the
department KPIs.
● Supervise the expediting team activities and provide job training to developees.
● Daily contact and interaction with buyers, end-users, warehouse staff and suppliers for
technical clarification, order tracking etc.
● Knowledge of procurement / purchasing process and activities.
● Knowledge in processing of purchase requisition, floating of enquiry to pre-qualified supplier,
receipt of technical & commercial offer, negotiation with supplier, issuing of awards.
● Amend purchase orders in case of price variation, delivery terms, changes in T&C,
cancellation etc.
Preparation of enquiries to manpower agents through MAXIMO
system, as per the requirements of the organization.
Liaising with agents to arrange interviews of short-listed
candidates.
Preparation of Interview Record Forms of candidates.
Preparing the Service Order to agents for the mobilization of
candidates.
Adhere to the provisions of the contracted manpower services
agreement for the recruitment of candidates and requirements of
the employees.
Coordinating with agents to facilitate mobilization / demobilization
of candidates.
Preparing Contracted Manpower Action Form of contracted
employees.
Managing the Contracted Manpower database of the company.
Maintaining contracted employee files.
Preparation of memos and faxes to agents.
Purchasing Department
Assisting the Purchasing Coordinator in the various tasks.
Planning and expediting the deliveries of Purchase Orders.
Amendment of Purchase Orders when required.
Preparing discrepancy report to the suppliers.
Preparing Letter of Credit as per purchase order terms and
conditions.
Preparing Duty Exemption documents for clearing the material
from Airport/Seaport.
Compilation of shipping documents for submission to ZonesCorp.
Preparing of LC documents as per the Purchase Order.
Arranging and dispatching the material from Head Office to Plant.
Checks Materials received at forwarder’s stores, plans trailers
trips to and from the plant, receives transportation invoices and
issues release purchase orders based on transportation invoices.
Utilizing MAXIMO system for expediting activities.
Follow-up for delivery of material with suppliers.
Follow up advance payments and bank guarantee as per
purchase orders.
Daily contacts with local Suppliers, end-users and warehouse
staff.
Transcribe correspondences, memorandum for distribution or
circulation within or outside the company.
Preparation of the Division’s Monthly Man-hours Report.
Records, registers and files all documents, correspondences etc.
Maintaining leave schedule in liaison with the staff and Managers.
Performs follow-up tasks on behalf of the manager with various
Department Managers.
Maintaining a correspondence register of all outgoing memos,
letters, faxes etc.
Reviews and proof reads correspondences for the Division
Manager’s signature.
Nisha Susan Thomas
Preparation of the request for Letter of Assistance and gate
passes as per the suppliers/contractors requirement.
Receives Letter of Assistance and gate passes from the
Administration Department, notifies and issues the documents to
the suppliers/contractors.
Records receipt of incoming mail and indicate the action required
or routings as necessary.
Prepares a weekly schedule of appointments and meetings for
the Division Manager.
Coordinating with the Materials Department in Ruwais and other
Divisions for various assignments.
Dispatch documents to shareholders.
Data entry of documents sent for signature to GM Office.
Sorting and dispatching incoming fax messages to the concerned
Responsible for registration/pre-qualification of Petro Middle East
and principals with clients.
Custodian of agency agreements.
Follow up with principals to get the required documents for registration and pre-qualification.
Follow up with customers for status of documents submitted for
registration/ pre-qualification.
Responsible for filing of all documents and maintaining principal
master file and other company files.
Responsible for preparing requests for supporting letters for
obtaining security passes.
Updating customers with timely submission of updated
documents.
Preparation and submission of quotations to various client
companies. (ADMA-OPCO, ADCO, GASCO, ZADCO,
BOROUGE, NPCC etc.)
Preparing enquiries to suppliers as per client’s requirements.
Follow up with the suppliers for quotes.
Preparing the price calculation sheet.
Coordinating with in-house sales team for various activities.
Preparing summary sheets for NOC’s issued.
Sending weekly reports to the managers.
Preparing faxes and correspondence letters.