Administrative Assistant - Group Procurement

Job description / Role

Established in the 1930s as a trading business, Al-Futtaim Group today is one of the most diversified and progressive, privately held regional businesses headquartered in Dubai, United A"rab Emirates. Structured into five operating divisions; automotive, financial services, real estate, retail and healthcare; employing more than 35,000 employees across more than 20 countries in the Middle East, Asia and Africa, Al-Futtaim Group partners with over 200 of the world's most admired and innovative brands. Al-Futtaim Group's entrepreneurship and relentless customer focus enables the organisation to continue to grow and expand; responding to the changing needs of our customers within the societies in which we operate.

By upholding our values of respect, excellence, collaboration and integrity; Al-Futtaim Group continues to enrich the lives and aspirations of our customers each and every day.

Overview of the role

Manage assigned IT spend categories of annual spend in line with the guidelines in the Policy, Co-ordinate with the UAE based and International Business Units, with their Business Finance & with Corporate Shared Services, Handle Procure 2 Pay operations on SAP/ Ariba for self-owned categories and on behalf of assigned team colleagues, Source and Develop new vendors, Manage assigned vendor relationships, Conduct Spend analysis, Conduct sourcing of IT projects consisting of software, hardware and maintenance.

What you will do

Deliver Cost efficiency & more value for money
- Negotiate overall savings in the range of 5%-10%, negotiate on non-financial parameters such as Payment Terms, Warranty etc.

Ensure to adhere the procurement process inline to Procurement policy
- Ensure RFQ/RFP is floated to all prequalified vendors
- Ensure the same information is communicated to all vendors equally to ensure fair competition.
- Ensure products and services are purchased in most cost and time efficient manner .

Effectively evaluates commercial proposal
- Evaluate and analysis suppliers, vendors commercial proposal by using effective methods of price comparison
- Support with the technical evaluation process of acceptable bids.
- Effectively supports with the preparation of award recommendations for suppliers with coordination of Business units.

Source new and manage competitive vendors
- Create and maintain good relationships with the vendors/ supplies.
- Ensure minimum number of quotations received per project in line with procurement policy.
- Maintain and update a list of suppliers and their qualifications, delivery times, and potential future development .
- A periodic market research is done to stay abreast on new products, equipment and services emerging in the market.

Ensure Operational efficiency
- Time taken to approve PR/ PO in the system
- Overall turn around time to close a purchasing request.
- Cataloguing of repeated spends

Effective internal customer relationship management
- Timely & professional communication with the team & business peers

Reporting
- Gather spend analysis data, display in visualization dashboard. Set benchmarks for continuous improvement
- Timely generation/updation of management report(s)
- Work with team members and procurement manager to complete responsibilities as needed . Work with team members and procurement manager to complete duties as needed .

Requirements

Required skills to be successful
- Minimum 5 years' experience in IT related Procurement/ Administration/ Finance
- Previous hands-on experience in dealing with vendors (quotations, payments, reconciliations)
- Knowledge of handing procurement operations on ERP and/or a P2P platform is desirable
- Proficient in use of MS Office Applications (Words, Excel, PowerPoint)
- Software and Hardware Procurement
- Strong data analysis skills with ability to derive logical conclusions.

About the team
The role will report to the Process and Compliance Specialist and will be based in Dubai Festival City.

What equips you for the role
- Full time Bachelor's Degree or equivalent
- Any Procurement or Finance Certification is an added value

We're here to provide excellent service but a little help from you can ensure a five-star candidate experience from start to finish.

Before you click "apply": Please read the job description carefully to ensure you can confidently demonstrate why this opportunity is right for you and take the time to put together a well-crafted and personalised CV to further boost your visibility. Our global Talent Acquisition team members are all assigned to specific businesses to ensure that we make the best matches between talent and opportunities. We not only consider the requisite compatibility of skills and behaviours, but also how candidates align with our Values of Respect, Integrity, Collaboration, and Excellence.

As part of our candidate experience promise, we also want to make ourselves available to you throughout the application process. We make every effort to review and respond to every application.

About the Company

Established in the 1930's, the Al-Futtaim Group initially operated as a trading enterprise. Rapid development throughout the 1940's and 50's saw it establish itself regionally as an integrated commercial, industrial and services organisation, positioning itself one of the leading business houses in the lower Gulf region. Today, it operates collectively over 40 companies bearing the Al-Futtaim name, dominates many market segments in the UAE, and has expanded its sphere of operation to include Bahrain, Kuwait, Qatar, Oman and Egypt.

The Group comprises a diverse range of strategically positioned operating subsidiaries and associate companies, structured to give the Al-Futtaim Group the flexibility and versatility to keep ahead of local competition while keeping pace with the ever-evolving global business scenario. The Groups continued investment in world-class systems technology is clear evidence of its commitment to maintain leading edge performance and service delivery.

The success of the Al-Futtaim Group can be attributed to a business approach that combines the ability to change with the traditional values of integrity, service and social responsibility that define its core business philosophy. This, linked with the Groups belief in decentralisation, gives the heads of the operating companies a high degree of functional autonomy and authority, providing the Group with essential flexibility, and individual employees a clearly defined work culture and sense of responsibility.