Administrator, Procurement
Takamol Holding
Total years of experience :9 years, 0 Months
To assess, collect, organize, preserve, maintain control over, and provide Procurement Officers with access to records and archives for all forms of external parties’ contractual agreements (POs, Contracts, Agreements, etc.) and documents related to Takamol’s Procurement life-cycle in order to ensure that all information is documented/captured accurately, ordered logically and accessible for utilization. To assist and conduct all administrative functions in the Procurement Department including document distribution, scheduling, taking minutes of meeting, follow-up, liaising with Takamol Business Units and external parties in order to expedite and facilitate communications.
- Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
- Conserves executives' time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information.
- Maintains executives' appointment schedules by planning and scheduling meetings, conferences, teleconferences, and travel.
- Represents the executives by attending meetings in the executives' absence; speaking for the executives.
- Welcomes guests and customers by greeting them, in person or on the telephone; answering or directing inquiries.
- Maintains customer confidence and protects operations by keeping information confidential.
- Completes projects by assigning work to clerical staff; following up on results.
- Prepares reports by collecting and analyzing information.
- Secures information by completing data base backups.
- Provides historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions.
- Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies.
- Ensures operation of equipment by completing preventive maintenance requirements; following manufacturer's instructions; troubleshooting malfunctions; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
- Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.
- Contributes to team effort by accomplishing related results as needed.
• Perform all administrative and secretarial duties; and maintain the highest standards of business ethics on all matters/dealings.
• Communicate diligently with all Major Clients, Corporate/Business Heads on various daily issues/tasks, and handle them in an appropriate manner.
• Prepare and manage correspondence, receive mails and ensure smooth and effective communication to and from Senior Management.
• Manage, execute and delegate tasks within authority limits.
• Proficient in preparation of travel agenda.
• Excellent business writing skills and take minutes of meetings and organize and dispatch to the meeting attendees
• Organize comprehensive filing system.
• Execute support services including answering telephones, assisting visitors, and resolving administrative problems.
• Handle the responsibility for daily communication including maintenance of calendar and appointments
• Organize and coordinate meetings, conferences and seminars
• Travel arrangements such as (Air ticketing, hotel reservation, airport services, rent-a-car etc...)
• Meeting customer expectations in terms of efficiency and accuracy while building and maintaining effective communication at all times.
• Maintain annual records, reports, recommendations and other internal communication documents.