Assistant Manager Admin & Procurement
Al Mulla Security Services K.S.C.C. (Brinks) , (G4S previously)
Total des années d'expérience :10 years, 5 Mois
Job Summary:
-Perform the procurement function cost-efficiently, timely, and in line with local and Brinks policies. This will typically involve vendor management, internal stakeholder management, sourcing, procurement documentation management, and engagement with internal auditors.
- Provide admin support as required for HO functions
Key Result Areas and Responsibilities:
Procurement:
-Ensure that all Purchase Requests and Procurement orders are completed and approved in line with local and Brinks policies.
-Review / action purchase requests to ensure authorizations are obtained, requirements are clearly specified and motivated, timely turnaround into approved PO’s.
-Maintenance of a database of all vendors and ensuring that updated documents are on file for each supplier (Contact details, TCC where required, banking details…)
-Develop and foster good relations with internal and external stakeholders.
-Vendor performance management, including follow up on delivery of purchase orders placed.
-Continuously search for more cost-efficient suppliers and procurement options.
-Assist with the implementation of the new Procurement system (Focus) and migrating away from a paper based process
-Meet with FD on a monthly basis to give feedback on: Vendor management, cost savings to date, suggestions for improvement, progress with new Procurement system implementation, assistance required
Administration:
-Assist the senior manager.
-Block and arrange the conference room for meetings.
-Arrange travel booking for eligible staff and visitors as required.
-Coordinate events such as booking a venue at a hotel for exhibition, farewell party as required.
-Manage office supplies & request them such as toner, stationery, electronics.
-Answering and resolving Hotline queries in a timely and professional manner.
-Greet visitors and direct them to the appropriate departments or individuals
-Translation official letters & documents as required.
-Perform administrative tasks, including filing, photocopying & scanning.
Handling signature files for the management & sorting the documents & distributing them to the related departments.
Preparing memos like memos of deduction, allowance, Expense, etc.
brief summary
Tasks by the General Manager:
•Plan and track meeting schedules.
•Remind him of his meetings before half an hour from the time setting if the meeting at the office or remind him an hour before if the meeting was set outside the company.
•Gather and handle sensitive and confidential information for meetings, reports and other projects.
•Makes arrangement for visitors that come from outside Kuwait (Reserving in welcoming services at the airport plus reserving a room at the hotel).
•Fill in a form of GM travel cost made by the finance department regarding the vouchers that he had from the country he traveled to.
•Print and scan papers.
•Do other tasks he signed me for.
•Prepare list of the Employee's name, Contact number, their job title & the department they're follow.
Reference: Mr. Mazen Al Arsalani - General Manager. Mob: 51199957.
HR department:
•Coordinate the Mandoop time according to each department needs by creating an excel sheet every week on the G drive that all the department has access to. They write down what tasks they need the Mandoop for, the time and the expectation time to finish the task.
•Helping the HR department by calling the candidates for certain position and schedule their meeting.
•Check the quotation of some pages on Instagram to post a job vacancy and make a report to the dep.
•Star Neighborhood had branches outside Kuwait so they sign me to do a report of all the manpower companies on the following countries (Jordan, KSA, UAE) so I gathered their phone numbers, brief about each company profile then I contact them to let them send me the quotations for the cost and then forward the emails to the HR manager.
•Star neighborhood had two offices in Salmiya, one for the sales department that I was working in plus the GM and another one in Wataniya complex for the other departments(HR-IT-Finance) so I was responsible to order the stationary that the office or the employees need.
•Also report any technical error to the HR officer such as error in the fax or the printer.
Operation Department:
Handling the Tapu process by:
•Speaking with the clients and inform them what are the papers that requires for transferring the Tapu into their names.
•Guide them step by step and answering their enquiries.
•Send the documents by the DHL to our office in Turkey.
•Fill a table with all the details and update each client's state to the upper management.
•Other tasks such as: Calling shipping companies check their quotations and coordinate with the best low cost to transfer certain things.
Reference: Mr. Salim Shakir - Operational Manager. Mob. 99767497
Sales Department:
•Promptly and warmly meet, greet and answer phone calls and directing the customer to the appropriate representative or department.
•Follow up with the salesmen for their numbers so when they make an outgoing calls, numbers don't get missed between sales advisors with another.
•Assisting the Sales manager.
•Scan & print papers.
•Editing contracts.
•Auditing contracts that have been translated to English to be in a proper way and convey the correct meaning.
•Make a copy from the salesmen contract to sales manager and finance manager.
•Check the newspaper daily and Screenshot the articles that concerns the real estate news to sales manager by email.
•Handling the social media by increasing followers & directing customers to the salesmen.
•Design posters for the social media by using simple Photoshop program.
•Searching for Evaluation forms.
•Send daily report with the incoming calls.
•Send monthly report with the (incoming and outgoing calls).
•Send weekly report with the incoming visitors.
Finance Department:
•Record a client’s name, contact numbers, Iban number and another details that shared privately between me and the finance dep.
I worked 2 years in the International Creativity Academy school. It's a private school that follows the American curriculum. My job role was a teacher assistant.
In my first year, I worked with a Canadian teacher and then with an American .
My tasks/Duties was as the following:
- Supporting kids in mathematics, reading and writing on an individual, class or small group basis
- Motivate children and encourage them to give their best by giving extra help to children whose English is not their first language.
- Provide a variety of materials and resources for children to explore, manipulate and use, both in learning activities and in imaginative play.
- Teach basic skills such as color, shape, number and letter recognition, personal hygiene, and social skills.
- Establish and enforce rules for behavior, and procedures for maintaining order.
- Lead activities designed to promote physical, mental and social development, such as games, arts and crafts, music, storytelling, and field trips.
- Observe and evaluate children's performance, behavior, social development, and physical health.
- Enforce all administration policies and rules governing students.
- Prepare materials and classrooms for class activities.
- Teach proper eating habits and personal hygiene.
- Assimilate arriving children to the school environment by greeting them, helping them remove outerwear, and selecting activities of interest to them.
- Demonstrate activities to children.
- Arrange indoor and outdoor space to facilitate creative play, motor-skill activities, and safety.
- Assist in reports on students and activities as required by administration.
- Plan and conduct activities for a balanced program of instruction, demonstration, and work time that provides students with opportunities to observe, question, and investigate.
- Confer with other staff members to plan and schedule lessons promoting learning, following approved curricula.
- Attend staff meetings, and serve on committees as required.
- Supervise class projects, field trips, visits by guests, or other experiential activities, and guide students in learning from those activities.
- Provide other assistance not listed above when required by a Teacher
