Job Purpose Statement
Responsible to organize, control and supervise day-to-day or periodic administrative works and corporate tasks for VP, Procurement & Supply Chain, including report editing and statistical reporting and related matters.
Roles & Responsibility
- Responsible for the administration functions and ensuring compliance of the established company policies and procedures for the effective running of the VP - Procurement & Supply Chain office.
- Assist the VP, Procurement & Supply Chain in all day-to-day tasks in referring to vital information and maintain confidentiality wherever required.
- Maintains and organize Departmental files and records and ensures that each file is always updated and implemented with the company's policies pertaining to record keeping.
- Prepares the department's monthly and weekly reports, and time attendance sheets (TAS) within the given timeframe. Compliance with administrative standards & other timely assignments.
- Oversees all major corporate correspondence related to Procurement and ensuring efficient and professional communication skills are applied.
- Actively participate in regular supervision meetings and performance reviews.
- Coordinate and prepare together with VP - Procurement & Supply Chain regarding the yearly divisional budget preparation each year.
- Conduct Yearly Inventory of fixed/capital assets in coordination with Finance Division and keep regular follow up on any inventories of various units within the Procurement Division and maintain complete Fixed Asset Reports.
- Preparing Performance Appraisals and evaluations for Procurement staff with VP - Procurement & Supply Chain.
- Maintains all appointments, travel plans and arrangements for the VP - Procurement & Supply Chain and ensure effective and timely reminders.
- Arranges, participates, and takes minutes of VP Procurement meetings and briefings as per prescribed schedules.
- Performs other tasks as may be assigned from time to time by the VP Procurement.
- Use Legal+ to upload and follow up on Procurement Contracts and Legal advices.
- Preparing the Procurement onboarding plan for new joiners in the department.
- Assist in creating requests (IT forms, HR forms, IAs, HR and IT tickets).
- Actively participate and lead the process of next year budget and issue required documents such as IAs, Budget reallocation and requsitions.
- Perform other job-related duties as assigned.
- Perform other duties related to the job and/or the operation of the company, in accordance to the regulations of the Saudi Labor of Law.
- Adherence to Cybersecurity policies and procedures.
- Dealing with data and information according to their level of classification.
- Avoid violating the rights of any person or company protected by copyrights, patents, or any other intellectual property, or similar laws or regulations.
- Compliance with Cybersecurity requirements related to the protection of user devices, Internet, software, systems, and Email requirements.
- Adhere to the acceptable use policy and Using CATRION information and technical assets only for business purposes.
- Obtaining the required permit from the security department or the owner of the authority in CATRION before hosting visitors in the company's specific sensitive sites.
- Reporting Cybersecurity incidents.
Skills
- Ability to multitask and detail oriented.
- Excellent time management skills.
- Excellent personal and interpersonal skills.
- Advanced in useful computer programs (MS Office - Word, Excel, Power Point, Visio & Outlook)
- Knowledge about budgeting (Personnel, Operating and CAPEX)
- Excellent organization skills.
- Excellent verbal and written communication skills
- Knowledge in strategic planning.
- Can work under pressure especially in a very demanding environment
- Able to plan and execute on a given deadline.
