Nisha Thomas

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.