Procurement Manager
Abu Dhabi National Insurance Company
Total years of experience :21 years, 4 Months
Responsibilities
• Established procurement manual from scratch to include procurement policies, procedures and process flow which resulted in centralizing all purchases.
• Brought automation of the procurement process.
• Established and maintained competitive vendor databases with administer assigned categories and product codes.
• Achieved cost reduction of approximately 30% by negotiating pricing and fees, while ensuring the continuation and enhancements of services.
• Initiated the process of terminating all the warehouses rental contracts and assigned an outsource company to manage all the documents which will bring a 40% reduction on the overall cost.
• Assessed areas of risk and conducted contract negotiations.
• Brought creative ideas to keep the Procurement team motivated and ensure all procedures are enhanced.
• Gathered data analysis which helped the management on taking the right decisions towards avoiding additional costs.
• Established strong relations with external suppliers, agencies, printers, etc. to ensure prompt service and cost efficiency.
• Achieved records of not exceeding the assigned budget by monitoring the current spent versus yearly approved budget.
• Created tracking systems to ensure the payments are done on time in order to maintain the company’s reputation in the market.
• Reduced TAT by 3 working days for processing orders related to repeating orders such as office supplies, stationeries, printings, etc... by creating an approved product and vender price list.
• Utilized free applications to raise local purchase orders (LPOs) for approved requests and monitors PO claims and related contracts (if applicable) for conformance to company policy.
• Signed contracts with travel agencies which brought slight reduction on business travel and hotel expenses.
• Run annual price comparison reports for all registered suppliers to ensure price competitiveness.
• Created supplier evaluation criteria format and ran the evaluation twice a year to ensure high standards are maintained.
• Manage the day-to-day activities/operations of the receptionist, secretarial, clerical and Administrative team by providing guidance, encouraging team work and facilitate their related professional work processes in order to ensure all procedures are enhanced and achieve high performance standards.
• Manage the outsourced staff by selecting the suitable candidate, give them training induction and monitor their attendance and performance.
• Design, implement office policies and monitor/record long distance phone calls.
• Manage and control the mail room including all incoming faxes.
• Manage and supervise the transport facility provided to the Management.
• Maintain record of all the company vehicles with respect to their maintenance, fuel consumption, user details and maintain proper records for all necessary transactions.
• Ensure filing systems are maintained properly and up to date.
• Set annual objectives & targets for each employee/staff, manage the effective achievement of their objectives and motivate them in order to maximize their performance.
• Provide induction sessions for newly joined staff to make them aware of basic company procedures as well their duties/responsibilities.
Reporting to the client's Project Manager. I manage a team of 15 secretarial and clerical staff, as well monitor total of 105 client's staff performance, needs and requirements.
Responsibilities:
- Manage, plan, direct, organize and coordinate the overall Client’s Office activities, such as administrative needs, travel arrangements, mobilization, demobilization, IT and telecoms requirements for Project Staff.
- Provide training sessions for newly joined staff to make sure they are aware of the safety procedures as well their duties/responsibilities.
- Monitor and support staff seconded to client’s office for better performance and efficiency.
- Arrange travel bookings as well control staff leave schedule to ensure adequate duty coverage in site for all disciplines.
- Carry out staff appraisals.
- Coordinate with the main contractor for client’s office facility repair and maintenance to improve efficiency and ensure it remains safe, secure and well maintained.
- Respond to Client’s complaints and suggestions and participated in other issues to enhance the customer satisfaction service level provided to our Clients and employees.
- Monitor and supervise some functions relating to planning and budgeting.
- Manage and supervise the transport facility provided to the staff by allocating drivers and vehicles according to their job requirements.
- Maintain record of all the vehicles with respect to their maintenance, fuel consumption, user details and maintain proper records.
- Update staff information; organize files and records, draft and proof correspondence, reports and other documents.
- Create awareness among the associates about the wastage and excess consumption of water, paper, electricity and stationary items.
- Address health, safety and environment, including reporting of near misses and ensure a safer working environment by following the HSE rules and practices.
Reporting to the Office Manager.
Responsibilities:
- Administer the overall operations of the office and provides full support to the management by arranging their meetings, setting appointments, maintaining personnel records and drafting correspondence.
- Manages all complicated duties of the organization and handles complex of administration tasks.
- Assists in preparation of budget, reconciling and ensuring budgetary compliances.
- Plans and organizes procedure and prioritizes workflow to ensure efficient operation of the office.
- Update databases; organize files and records, draft and proof correspondence, reports, presentations and other documents.
Responsibilities:
- Responsible for all aspects of inventory management.
- Pre-receive of all products lines and reconciles all receiving documents with supplier invoices.
- Provide documentation, manage the processes for daily inventory cycle count, update and reconcile the system inventor balances based on the count results.
- Maintain products codes i.e. Product status, replacement codes and product comments.
- Follow-up with suppliers for order confirmation and delivery.
- Initiate and resolve all claims and disputes with suppliers.
- Prepare all data required by customers and respond to all inquiries raised by them.
- Assist yearly inventory counts and inventory reconciliation.
Responsibilities:
- Maintain a proper inventory record of all expendable and non expandable items.
- Complies and maintains records of quantity, type and value of supplies stocked in establishment.
- Inspect all goods upon receipt, verify against purchase orders for accuracy and insure its proper storage.
- Verify clerical computation against physical count of stock and adjusts errors or investigate and report reason of discrepancies.
- Maintain proper filing system, both soft and hard copy, for all inventories records, incoming and outgoing documents including memos, letters and faxes.
- Ensure all inventory related transactions are recorded and reported properly.
Responsibilities:
- Stock, replenish and clean sales areas.
- Assisting with product selection.
- Train staff regularly to make sure they achieve the level required to reach the customer needs, influence their decisions and create positive impressions about the business products.
- Process payments of various kinds.
- Assist with arranging induction programs timetables for new joiners
- Deal with customer complaints as well offer them advices.
- Develops teaching and training materials related to the business products.
- Record all staff’s training attendance and keep training records and files up to date.
- Monitor and update sales display areas
- Responsible for the personnel relations and supervision of individuals as delegated.