Job Description
Roles & Responsibilities
JOB PURPOSE
To coordinate and expedite the flow of materials and from suppliers ensuring complete documentation and transportation up to place of delivery, in a timely, efficient and cost optimized manner leading to internal customer satisfaction.
Key Accountabilities
Expediting and Logistics Planning
Follow up with the suppliers for the timely delivery of the materials and provide feedback to the buyers in case of any expected delays to enable prompt corrective actions.
Based on the information provided by the Purchasing function, prepare schedules and coordinate with suppliers/logistics service providers to arrange for delivery of supplies or parts by making appropriate arrangements to ensure timely and accurate delivery of materials as per the planned schedules.
Implement contingency plans, in case of delays, to ensure the operation / maintenance schedules are not disrupted due to material unavailability.
Ensure readiness of document packs for critical equipment for cross border shipping
Documentation
Based on the delivery schedules, arrange and submit all relevant documentation required by the local authorities prior to arrival of the delivery to ensure adherence to the regulatory requirements as well as timely clearance.
Maintain and obtain relevant documents such as Copy of Purchase Order, Bill of entry, Shipping bill, Delivery order, Bill of lading, Airway bill (AWB), Delivery Note etc. to track and facilitate the delivery process.
Creation of Inbound delivery in SAP.
Internal coordination
Coordinate and follow up with internal customers to ensure desired logistics objectives, priorities and schedules are met and communicated to management.
Liaise with finance to clear all financial modalities and make sure that no payments are held back that might hamper image in the market and adversely impact relationship with the suppliers.
Monitor on-time and safe delivery of all goods by taking in the feedback of all concerned functions and setting up action plan to manage unforeseen challenges.
Filing and System Updating
Update all files and systems accurately to ensure constant availability of information on systems at all times.
Purchase Order Management
Enter the information into the system for the generation of a purchase order, and obtain proper approvals, so that the PO can be generated in a timely manner.
Ensure timely order acceptance from the vendors.
Ensure timely expediting with the vendors to enable timely delivery of materials and services.
Implement and coordinate relevant invoice processing activities in liaison with finance, to ensure vendors receive their payments as per the contract terms.
Supplier Management
Support the Vendor Development Officer to analyze vendor performance based on the inputs of internal customers and achievement of the contract obligations to identify the most suitable vendors for any potential work involvement with the Group in the future.
Provide the support for periodic vendor performance evaluation.
Policies, Processes, Systems & Procedures
Support your in line manager to Develop and ensure the implementation of policies, procedures and controls covering all areas of plant activity so that all relevant procedural/legislative requirements are fulfilled while delivering a quality, cost-effective service.
Compliance to Corporate Information Security Policies and Procedures
Continuous Improvement
Contribute in the identification and implementation of change/improvement initiatives, programmes and projects in line with the organization’s standards.
Health, Safety, Security & Environment
Adhere to all relevant health, safety, security and environmental procedures, instructions and controls so that the safety of employees and environmental compliance can be guaranteed.
Reporting
Ensure that all functional reports are prepared timely and accurately and meet requirements, policies and quality standards.
Related Assignments
Perform any other duties which the organization may require to be carried out.
COMMUNICATION & WORKING RELATIONSHIPS:
Internal:
Needs to work closely with Supply Chain team, Operations and Maintenance Teams Storekeepers, SAP team, Finance Team etc.
External:
Needs to build a rapport with suppliers, freight forwarders, logistics firms, insurance companies, ministries, customs, port authorities etc.
QUALIFICATIONS, EXPERIENCE, & SKILLS:
Minimum Qualifications:
A Bachelor degree holder in Business administration, Supply Chain, Materials Management, Logistics and distribution or equivalent.
Minimum Experience:
8-10 years’ experience in the same field.
Skills:
Fundamental understanding of the SAP system
Good knowledge on local and international transportation.
Excellent knowledge of customs clearing process and procedures in GCC countries
Knowledge of law/regulations and contracts
Understanding of documentation process
Planning and organizing skills
Excellent Ability to develop relationships with vendors / ports / customs
Excellent attention to detail
Behavioural competencies:
Achievement Orientation
Working to Deadlines
Team worker
Subordinate