Senior Admin Assistant
Qtel
Total years of experience :11 years, 3 Months
Organization: Qtel \[ Contract \]
Period: Mar 2005 upto Now
Duties : -
• Prepare tender documents in coordination with various end users.
• Processed various tenders, tender evaluation, award plan, contract preparation in accordance with company policies, procedures including activities required for obtaining necessary Tender Committee/Management approval.
• Determined and developed type and form of contract, tender as required. Initiated terms and conditions of contracts, and bid specifications. Coordinated with end users on technical terms, specifications, performance evaluation and other conditions to be included in tenders and proposed contracts.
• Prepare Letter of Award of the contract/service in accordance with the Management/Tender Committee/Board of Directors approval.
• Worked effectively in a complex multinational, multi cultural environment.
• Consistently developed innovative cost-saving and work methods.
• Corresponded with vendors on all matters relating to purchasing such as inquiries, tenders, orders and dispute resolution.
• Bidder's lists and agreements are initiated, established, approved and executed promptly and accurately.
• Extensive experience in developing procurement/contract strategies starting from requirement analysis, tendering, evaluation of bids and vendors, contract negotiations with vendors, award of the contracts.
• Liaise with all kinds of parties like Suppliers, Financial Department, Warehouse & Forwarding section.
• Global and local Search for suppliers, vendors and service contractors to identify all potential sources for required materials, products and services.
• Reach negotiable prices, deliveries and conditions in order to reach favorable terms for Company.
• Evaluates vendor/suppliers commercial offers, preparing commercially justified proposals for most suitable offers to be recommended to the tender committee.
Position: Information Assistant
- Temporary Vacancy
Organization: Qtel \[ Information Technology \]
Period: July 2004 to Dec 2005
Duties and Responsibilities: -
* Organize the calendar of the divisional/dept manager, arranging meetings and co-coordinating his available time, follow up with other dept on important issues.
* Receive and priorities all mail to the divisional/dept manager, and forward to the correct people.
* Ensure updated filing.
* Answer all telephone calls, taking messages or forwarding calls as appropriate.
* Ensure accuracy and confidentiality of communication to and from divisional/dept manager.
* Prepare monthly/annual reports to divisional/dept manager
* Prepare monthly returns for all dept staffs.
* Arrange and solve and stationery request from staffs.
* Handle dept petty cash float.
* Draft routine memos and fax
* Deal with VIPs, handle important visitors
see the attached CV
Position: Senior Admin Assistant
Organization: Qtel \[ Purchase \]
Period: Dec 2006 to 2010
Ensuring a cost-effective and competitively priced order processing for all materials, equipment and services according to the technical specifications and the requirements relating to quantities, qualities, delivery dates and further relevant conditions. Execution of all administrative and tactical/operational purchasing activities within the assigned purchasing field and/or the assigned commodities within the limits of the delegated financial authority. Commit Purchase Orders in line with company policies, standards, procedures and defined processes.
Duties and Responsibilities: -
• Process requisition for International and Local Purchases.
• Ensure that all purchasing requirements under their control are carried out in accordance with the Company Management System Procedures.
• Ensure that all orders placed meet the requirements, protect the interests of the Company, are legally binding and cover all relevant terms and conditions (e.g. but not limited to scope of supplies and services, specifications, documentation, agreed prices, delivery dates, delivery terms, packaging, warranties, liquidated damages, penalties, payment terms, performance/warranty bonds, place of jurisdiction, applicable law, etc.)
• Take initiative and drive processes to achieve targets relating to savings cost avoidance by means of negotiation, leveraging spending volume, competitive bidding, and developing sourcing alternatives.
• Prepare inquiries, tenders and hold responsibility for selection, communicating with vendors, determining closing dates for receipt of tenders and inquiry replies and liaise with vendors, prepare contracts or purchase orders to the successful bidder, in accordance with Company procedures.
• Analyse and evaluate offers with regard to commercial and contractual issues and adequately address technical issues/evaluation to technical department.
• Cooperate with logistics team to ensure cost efficient and timely delivery of goods to place of destination. -Ensure that all Customs procedures are correctly followed with respect to purchase requirements.
• Prepare proposals and supporting documentation to obtain necessary approval from Management/Tender Committee/Board of Directors for selection of right bidder.
• Reviews each purchase to select, correct methods and forms of shipment mode to meet Required On Site (ROS)
• Coordinates with user departments for acceptance of products / services and reverts to Supervisor.
• Prepares LPOs on approval from Supervisor / Head of Section and delivers to the vendors / suppliers.
• Monitor the progress and follow up with suppliers for timely delivery.
• Prepares performance record and other vendor data, input it in the system to update vendor database.
• Collects and compiles information regarding new vendors. Assists purchase Supervisor in vendor development and related activities.
• Prepares necessary letter, faxes, memos or documents.
• Points out anomalies or discrepancies in prices, quality etc. noticed about vendors.
• Analysing & closing of all open purchase orders of the previous years in the CFS system, by daily correspondence with the suppliers and the originators.
• Assists Supervisor in ensuring that Q-Tel's purchases are at very competitive prices and at the desired quality.
• Submits / facilitates submission of all invoices, proformas or other related documents to accounts for payments. Handles queries from accounts regarding payments to vendors.
• Provide information to auditors as and when required.
• Collects and compile data information and related statistics for management reports, periodic statements, etc.
• Liaise with end user and finance department for payment approval.
• Coordinates with stores and materials units whenever necessary.
• Performs any other related duties as required.
Additional Responsibilities
Organization: Qtel International (QI)
Duties and Responsibilities: -
• Assisting Qtel International Team Procurement Section for a temporary basis.
• Role - performing all responsibilities of a Buyer in procuring all the related requirements of QI as of QTEL PURCHASING.
Reference: Mr.Abdulla Jassmi Specialist - Procurement; Tel no: 4400700
Current Responsibility: -
Organization: INFOBHAN SYSTEMS, SERVICES and TRAINING
Period: January 2000 to Nov 2004
Duties and Responsibilities: -
√ Computer Sales Quotation Making and Order Filing.
√ Invoice Posting and Customer Statement Printing.
√ Bank statement checking and filing the deposite slips
√ Public Relations calls to customers and payment followup.
√ Daily, Weekly and Monthly buisness summary preperation.
√ Office staff and client meeting arangements and intimation to the parties.
√ Staff attendance recording and movement monitoring.
√ Telephone Call attention and Message logging.
√ Fax Filing and Petty Cash Maintenance.
√ Data and Files organization and tracking.
√ Stundents Training Counceling.
√ Email and Postal Mail Archiving.
Organization: INFOBHAN SYSTEMS, SERVICES and TRAINING
Period: January 2000 to Nov 2004
Duties and Responsibilities: -
√ Computer Sales Quotation Making and Order Filing.
√ Invoice Posting and Customer Statement Printing.
√ Bank statement checking and filing the deposite slips
√ Public Relations calls to customers and payment followup.
√ Daily, Weekly and Monthly buisness summary preperation.
√ Office staff and client meeting arangements and intimation to the parties.
√ Staff attendance recording and movement monitoring.
√ Telephone Call attention and Message logging.
√ Fax Filing and Petty Cash Maintenance.
√ Data and Files organization and tracking.
√ Stundents Training Counceling.
√ Email and Postal Mail Archiving.
Diploma in Computer Fundementals and Basic Operation Completed "Excel 2003 intermediate " course
Bachelor of Education (Bed.) √ With 65 % Marks from the University of Mahathma Gandhi, The Kerala State, of INDIA. Pre Degree ( Equalent to +2 in University)
√ With 60 % Marks from the University of Mahathma Gandhi, The Kerala State, INDIA. Metriculation ( S.S.L.C) √ With 80 % Marks from St. Mary's GHS, Kerala State, INDIA Proffessional Certification & Literacy ICDL certification
Qualification Bachelor of Science (BSc.) √ With 70 % Marks from the University of Mahathma Gandhi, The Kerala State, of INDIA.