Assistant II - Procurement

1. Scope of Responsibilities

Perform administrative and office support activities for the Procurement team to ensure an effective day-to day operation of the office. Responsibilities include fielding telephone calls, receiving and directing visitors, filing, periodic report issuing, Purchase Order preparation, accurate and regular data entry and any other project specific activities assigned by the Procurement Manager.

2. Primary Duties

·         Comply with HSSE policy, procedures and legislation performance of duties.

·         Perform general clerical duties such as such as maintaining general files, typing, data entry, completing and processing standard purchasing forms, preparing correspondences, arranging meetings with vendors and internal stakeholders, fielding telephone calls and other general office duties etc.

·         Coordinate and schedule internal and external meetings and appointments as requested.

·         Prepare periodic reports including ISL, PO log and any other reports as required etc…

·         Act as the point of contact for all information including calls, emails, appointments, etc.. as and when directed by the manager.

·         Follow up on all office activities as and when requested by supervisor.

·         Update vendor database, including all new vendor details and changes in any existing vendor particulars.

·         Prepare and post RFQ documents with all attachments.

·         Prepare Letter of Award (LOA), Purchase Order (PO) and Change Orders (CO) as and when requested by the Procurement Engineer.

·         Operate Microsoft office applications and any other IT related software required for business operation.

·         Prepare and compile project review meeting reports as and when requested by the supervisor

3. Minimum Requirement

Bachelor Degree plus 1-3 years relevant experience .