Specialist- Logistics Management (Emiratzed Role)

Job Description

JOB PURPOSE:

Manage Banks portfolio of Subscriptions and renewals in a timely and cost-effective manner.

Manage the administration of Banks 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.

Staff cafeteria management.

Manage weekly team meetings, arrange updated presentations, and track actions.

Cross-functional support to Logistics team on Hospitality.

Job Context Subscriptions:

1. Manage the Banks subscription renewals in line with the SOP (print and electronic subscriptions – i.e newspapers, magazines, etc).
2. Ensure appropriate approvals obtained and timely renewal and payments made towards subscriptions.
3. Manage any distribution or delivery issues with vendor.
4. Ensure timely payments to vendor and track spend.
5. Responsible for Vendor’s inquiry about SOA (statement of account) and outstanding balances.

Banks Car and driver services management:

1. Manage the Banks cars and related spend on fuel, salik, parking, etc.
2. Ensure timely renewal of vendor contracts for outsourced fleet and driver services.
3. Ensure driver access and replacements are managed in line with SOP.
4. Ensure appropriate approvals obtained and timely renewal and payments made towards outsourced services.
5. Manage any issues with vendor on car or drivers (leaves, replacements, car services, and related replacement vehicles, etc).
6. Ensure timely payments to vendor and track spend.
7. Responsible for Vendor’s inquiry about SOA (statement of account) and outstanding balance.

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.

Staff Cafeteria Management:

Management of staff café contracts and ensuring timely renewals or replacements as required.

Quality checks ensuring compliance to contract terms, safety, and hygiene standards.

Cross Functional Support to Hospitality:

1. Request PR for hotel booking for Int’l. branches and follow up for PO.
2. Request PR for taxi booking for int’l branches and follow up for PO.
3. Allocate POS / Cost GL Account for branches, Business Unit, and International Branches.
4. Provide scanned copy of Hotel invoices together with approval for payment.
5. Follow up with Procurement & Accounts Team for payment.
6. Maintain a proper record for all payments.
7. Update Chart of Accounts.
8. Provide support for management reports and presentations as required.
9. Ensure to update relevant policy & procedures as per review cycle.
10. Updated MIS to be maintained for all activities managed.
11. Provide cross-functional support to function as required.
12. Work towards consistent process improvements and efficiency enhancement.
13. Contribute towards team consolidated growth and success.

Qualifications:

Graduate or postgraduate.

Administration function experience and basic experience in hospitality management or function (2 years or more).