Administrative Assistant

Role Description

Role Proficiency:

Capable to negotiate with potential vendors and do cost savings. Understand company purchase policies and procedures. Having good communication skills & email management. Able to issue Purchase Orders for transactions and follow-up for deliveries.

Outcomes:

1. Responding to all emails and precisely to queries/clarifications.
2. Interacting with internal and external vendors/suppliers/contractors etc.
3. Thorough understanding about the Procurement policy and process.
4. Issuing of Purchase Orders.
5. Understanding the Vendor selection criteria and process.
6. Enabling procurement team for onboarding new vendors.
7. Vendor negotiations.

Measures Of Outcomes:

1. Instantly.
2. Frequently & Regularly.
3. Expected deliverables.
4. Within the stipulated SLA mentioned in the Policy.
5. Systematically.
6. Cost Savings on Vendor negotiations between 3-5%.

Outputs Expected - Procurement Tasks:

1. Work under supervision of Procurement team lead.
2. Maintain confidentiality on Vendors quote value.
3. Resolve/Address queries daily and on time.
4. Maintaining and updating the tracker daily.

Skill Examples:

1. Quick learner.
2. Good listener.
3. Good communication skills.
4. Eagerness to learn.
5. Collaborative.

Knowledge Examples:

1. Thorough knowledge of MS Office.
2. General awareness about Vendor Selection Process.
3. Adequate knowledge on Vendor onboarding process.
4. Maintaining and updating the tracker in line with business requirements.
5. Conversant with Vendor negotiation process.

Additional Comments:

Assist in hiring, attrition, new hires onboard, related matters. Follow up on mandatory training, general submission such as award, HAT, generic guideline for the group. Handle discretionary spending order, tracker & Guideline. Manage meeting related logistics which included agenda, meeting room, venue, vendors etc. Assist leaders in calendar & ad-hoc request. Composing simple articles and reports, preparing/editing basic presentations.

Job Qualification:

Requires good written and verbal communication skills in English. Has intermediate to advanced computer skills including word processing, spreadsheet, and basic presentation or database applications. Knowledge of Microsoft Teams, SharePoint, Microsoft Outlook calendar, and Microsoft applications will be an added advantage.

Skills:

Verbal Communication, Microsoft Office, Spreadsheet, Word Processing