Procurement Assistant

Job Description

Serco is a FTSE 250 international service company which combines commercial know-how with a deep public service ethos.
Serco customers are looking for expertise in managing their people, processes, technology and assets more effectively. We advise economic decision makers, design innovative solutions, integrate systems and – most of all – deliver quality services directly to the public.
Serco supplies to governments, government enterprise, agencies and companies who seek a trusted outsourcing partner with a solid track-record of service excellence. Serco people offer operational, logistical and technical expertise in the Transport, Justice and Immigration, Defence, Education and Healthcare industries as well as in the commercial sectors of Facilities Management.
Serco Middle East have been in the Region since 1947, starting out delivering Air Traffic Control Services in Bahrain; a service we are proudly still running today and have expanded to include many other Airports in the region.
We have expanded significantly since that time across the UAE, Saudi Arabia and Qatar.   We have been supporting the RTA to operate the Dubai Metro since 2009, are preparing to launch the flagship Saudi Arabia Passenger Rail service from Riyadh to Qassim in 2016. We deliver Facility Management services to both Cleveland Clinic and Healthpoint Hospitals in Abu Dhabi, large-scale medical facilities in Saudi Arabia and a range of educational and commercial properties in the UAE. We also deliver postgraduate education to Officers in the Qatar Armed Forces through the Joaan Bin Jassim Joint Command and Staff College in Doha.
Focussing on our core values, and creating a positive environment for employees to thrive, we look forward to a bright future as we continue to grow with the region.

Procurement Assistant

 

Reporting to: Logistics Manager

Division / Function: MELABS – Procurement

Base location: Al Minhad Air Base Dubai

Job Family: HIFM – MELABS contract

 

Key purpose

The purpose of this position is to provide effective procurement and logistics support within MELABS contract for ADF requirements.

 

Structure and reporting relationship

The Procurement Assistant shall report directly to the Logistics Manager.

 

Based on the specific requirement of the role

Key accountabilities

Key Job Responsibilities

Maintain and update list of approved/preferred suppliers; Administrate and complete paperwork for new supplier registration. Responsibility to manage vendors in SAP software program

Ensure accuracy of data input and on-going maintenance of data within the contract data base for the procurement and commercial team

Communicate in writing and verbally with clients and suppliers and ensure all internal and external requests are dealt with promptly and accurately

Responsible mainly for catalogue demands – able to raise and manage shopping cards and purchase orders via SAP

Coordinate and complete deliveries from supplier to the client, ensuring compliance of quality, quantity and lead time

Assist and provide support for internal MELABS procurement requests

Administrate the stock and orders for MELABS internal stationery and office supplies

Audit part quotes for both current and potential suppliers

Administrate RFQ process including compilation of packages, receipt, tracking of documents, analysis of responses and set-up of supplier files

Run various reports for circulation and follow up actions

Follow up & clearing audit observations

Perform and carry out other duties as instructed / directed by the Logistics Manager

 

HSQE Responsibilities and Information Security Responsibilities

Awareness of the Integrated Management System and the content of the Environment, Quality, Health & Safety and Information Sec urity Policy Statements

Understanding of personal responsibilities and contribution to achieving compliance with the Integrated Management System requirements, (including but not limited to competence to perform safety critical roles, legal requirements, control measures arisen from environmental impacts and aspects, job safety analysis and information security risk assessment) and the potential consequences of departure from the arrangements in place to deliver the commitments stated in the policies statements above

To exercise a personal duty of care for own health, safety and welfare and for those affected by the acts or omissions

Promote a good HSQE and Information Security culture among peers, subcontractors and third parties

Lead by example and look at ways to conserve energy, water and resources and minimize the generation of waste through personal performance and raise recommendations on how to improve existing processes on this regard within/outside the departments through the Line Manager, Departmental Safety Meetings and any other appropriate available channels

Protect information assets and data including both electronic and paper based from all threats whether internal, external, deliberate or accidental

Promote a good HSQE and Information Security culture among their peers, subcontractors and third parties

 

Essential technical and professional skills , knowledge and qualifications

Knowledge

Ideally a high diploma of post-secondary education in business or public administration, , supply chain or a related discipline.

 

Skills

Good knowledge with SAP and Microsoft Office, mainly Excel, are essential,

PC literacy skills and good knowledge of using office equipment – scanner, printer, shredder, laminator etc.; Intermediate analytical skills are required;

Ability to demonstrate both good literacy and numeracy skills required for the role;

Possess good communication skills and the ability to manage multiple tasks efficiently and work productively in a fast-paced, team-oriented environment;

Strong organizational skills, detail oriented, and the ability to handle multiple priorities

 

Experience

Minimum of 2 years’ experience in an administrative role, preferably within a procurement department;

Work experience in a high volume procurement department would be an advantage.

Must possess a valid UAE driver license

 

Additional/special features of the role

Ensure compliance with the Serco Management System and all relevant business processes, procedures and work instructions to deliver all work with appropriate quality and governance standards

Ensure security and integrity of all data provided including reporting performance, finance and customer information; reference Serco non-disclosure policy

To exercise personal duty of care for their own health, safety and welfare and for those affected by their acts or omissions; reference SMS GSOP-HSE1-6 Serco organisational HSE responsibilities

Ensure compliance with all training requirements of Serco and  ensure adherence to these requirements at all times whilst in employment

Report any accidents, incidents, breaches or potential breaches to appropriate management or the speak up process

Serco is committed to Equal Employment Opportunities and is committed to ensuring the safety of all of its employees through its Zero Harm initiative.