Procurement Support Specialist MTN - Dubai - Dubai International Financial Centre

Job Description

The core purpose of this role is to assist the Procurement team’s delivery of strategic objectives through providing administrative and logistical support,contract management, and business requirement analysis to be translated intopresentations.

Specific responsibilitiesof the position include:
Preparation and monitoring of all expenditure requisitions, logging invoices and maintenance of expenditure records against budget
Collate information from each Procurement Head for budget purposes.
Review monthly departmental budget reports and prepare expenditure variance reports for management review
Management of expense claims of the team
Collation and reporting of project progress, including highlighting of issues and exceptions for attention
Assist with production of presentations and reports. Performs quality control checks on presentations, to ensure proper formatting and elimination of errors.
Collate monthly activity reports from the different units within the assigned department for the Executive’s review.
Organise meeting and event logistics of the Procurement team
Coordinate the organization of conferences (e.g. procurement forum), social events connected to the Procurement office. This includes preparing cost estimates, managing the budgets and coordinating all activities for the success of the programme.
Diary management for designated personnel within the Procurement Team
Liasing with other MTN departments and OPCOs on support admin issue arising from Procurement office affairs/activities, for example appointing consultants and contractors, or purchasing goods and services
Ensure that transactional HR function and duties are carried out e.g. completion and approval of leave application forms.
Stationery and office administration, including inventory, ordering of new stock etc.
Develop and maintain an efficient documentation and filing (electronic and hard) process.
Write minutes of meetings and produce memos of such for review.
Tactfully manage sensitive matters and information regarding peculiar issues within the department.
Cross-examine documents for review to ensure quality control and compliance to MTN policies.
Handle assigned internal and external designated correspondence and where required draft responses. Ensure that the right communication gets to the person at the right time. Respond to customer queries and requests on non-technical issues and escalate to the General management team when necessary.
Make efficient travel arrangements for the Procurement office.
Desired Skills & Experience

The ideal candidate will be a graduate from a recognized university, with excellent English communication skills and 3 to 5 years experience in administrative support for a top management personnel of a reputable company, with local and international operations. Other required competencies and skills:

Strong hands-on knowledge of Microsoft Office suite programs.
Good interpersonal relationships with different levels of management.
Customer and service orientation.
Maintains poise and confidence under pressure.
Ability to work with little or no supervision and produce excellent results.
Excellent communication - both written and verbal.
Innovative and creative.
Excellent organizational skills.
Excellent computer skills, including Outlook,Word, Excel and PowerPoint.
Hardworking and thorough in approach to work.
Confident, socially confident with good interpersonal and communication skills across multiple audience levels.
Basic Project Management.

The successful candidate is expected to:
Display a high degree of initiative in identifying and resolving any potential obstacles to effective project delivery and administration.
Develop and continually improve a document tracking and storage system, both electornic and manual.
Apply a pragmatic approach and initiative in anticipating and resolving administrative issues as well as to flag potential issues to decision makers.
Take personal initiative as applicable to time management, travel arrangements, events co-ordination.
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