Specialist- Logistics Management (Emiratzed Role)

Job Description

Job Purpose:

Manage Bank's portfolio of subscriptions and renewals in a timely and cost-effective manner.Manage the administration of Bank's outsourced fleet for cars and drivers and related fuel/salik/parking spend reconciliations.Maintain updated MIS on spends, master records for subscription and fleet, and related payment logs.Oversee staff cafeteria management.Manage weekly team meetings, arrange updated presentations, and track actions.Provide cross-functional support to the logistics team on hospitality.

Job Context

1. Subscriptions:

   Manage the Bank's subscription renewals in line with the SOP (print and electronic subscriptions – i.e., newspapers, magazines, etc).Ensure appropriate approvals are obtained and timely renewals and payments are made towards subscriptions.Manage any distribution or delivery issues with vendors.Ensure timely payments to vendors and track spend.Responsible for vendor inquiries about SOA (statement of account) and outstanding balances.

2. Bank's Car and Driver Services Management:

   Manage the Bank's cars and related spend on fuel, salik, parking, etc.Ensure timely renewal of vendor contracts for outsourced fleet and driver services.Ensure driver access and replacements are managed in line with SOP.Ensure appropriate approvals are obtained and timely renewal and payments are made towards outsourced services.Manage any issues with vendors on cars or drivers (leaves, replacements, car services, and related replacement vehicles, etc).Ensure timely payments to vendors and track spend.Responsible for vendor inquiries about SOA (statement of account) and outstanding balance.Handle day-to-day administration of related services and taxi arrangements for business requirements.Ensure efficient administration of corporate cards for fuel, refill of salik/Mawaqif balances, and monthly reconciliation of payments due on credit cards.

3. Staff Cafeteria Management:

   Management of staff café contracts and ensuring timely renewals or replacements as required.Conduct quality checks ensuring compliance with contract terms, safety, and hygiene standards.

4. Cross-Functional Support to Hospitality:

   Request PR for hotel booking for international branches and follow up for PO.Request PR for taxi booking for international branches and follow up for PO.Allocate POS / Cost GL Account for branches, Business Units, and International Branches.Provide scanned copies of hotel invoices together with approvals for payment.Follow up with Procurement & Accounts Team for payments.Maintain a proper record for all payments.Update Chart of Accounts.Provide support for management reports and presentations as required.Ensure to update relevant policies & procedures as per review cycle.Maintain an updated MIS for all activities managed.Provide cross-functional support to functions as required.Work towards consistent process improvements and efficiency enhancement.Contribute towards team consolidated growth and success.

Qualifications:

Graduate or post-graduate with administration function experience and basic experience in hospitality management or function (2 years or more).