ob Purpose:
Fulfill company & staff administrative needs in terms of material production & admin purchases, while managing payments and controlling expenses vs budget.
Duties & Responsibilities:
Admin Role
- Follow administration processes including invoicing, orders recording, payments & expenses handling and related documentation for the department.
- Responds to department inquiries and requests from subsidiaries
- Update regularly the store archiving plan (Maadi in & out files)
- Update & Extract data from archiving system (laser fiche)
- Receive Admin requests from admin help desk and respond to queries accurately & timely.
- Supervise and analyze payments expenses & report monthly deviation.
- Manage Car Licenses & insurance renewal.
- Coordinate with Security team in Adabeya to issue required port permits for visitors & vehicles (for both staff and guests).
- Monitor stationary stock levels in all company sites and handle replenishment.
- Follow up on office maintenance and contact concerned parties: electrician, carpentered. in all office branches.
- Monitor canteen, administrative & cleaning supplies in all branches.
- Carry out administrative duties of the department to fulfil the needs of all employees.
- Follow up on messengers/ drivers missions progress.
Production & Purchasing role
- Issue purchase requests and the following procedures.
- Collect and review quotations on regular basis to select & filter suppliers.
- Negotiate with suppliers to achieve the most competitive price rates.
- Issue POs and review deliverables based on the approved POs.
- Provide samples to the concerned department according to their requests.
- Relay production specs required by concerned dept. to suppliers.
- Update department suppliers database and handle suppliers contract renewal.
- Update the suppliers evaluation records on monthly basis.
Reporting
- Submit budget variance report, car assets report, suppliers evaluation report.
Travel Arrangements
- Book flights ticket of the requested date with competitive price rates
- Handle local travel (car rental and required permits)
- Follow up on travel agencies, employees & concerned airlines when needed especially during problems to ensure the all travel arrangements is up to the prescheduled plan.
