Manager - Admin & Procurement

Job description / Role

Reporting to the CHCO, the Group Administration and Procurement Manager is responsible for managing, supervising and directing the Group’s activities relating to procurement of indirect materials such as corporate office and stores consumables, stationery and other non-valuables items. The Manager is also responsible for overseeing the administration of other services such as the travel desk, telephone, reception services and office support.

KEY ACCOUNTABILITIES:

General Management
- Develops the Group’s overall Procurement and Administration Department Strategy and plans in alignment with the requirements of the business.
- Manages key tasks related to sourcing and procurement of corporate office and stores consumables, stationery and other non-valuables items. Administrative responsibilities also include managing the travel desk, management of telephone operator and reception service and office support
- Identifies and monitors department KPI’s, sets targets, monitors performance against plan and initiates remedial actions in case of discrepancy between actual and expected performance.
- Develops, updates and monitors compliance with Procurement and Admin policies and procedures as well as compliance with the department Delegation of Authority Matrix.
- Develops detailed bottom up budgets for the Procurement & Administration function, in line with guidelines issued by the Finance Department.
- Works closely with the CHCO to develop the department manpower plan, manage recruitment and coordinate succession planning for key positions within the department.
- Maintains and updates Corporate Job Descriptions for Admin and Procurement department employees below level 3.

Procurement
- Identifies, monitors and implements performance improvement opportunities in delivery of services to enhance the efficiency and effectiveness of the existing delivery model.
- Manages and controls the complete procurement cycle by engaging with the business unit heads to identify the key procurement requirements based on developing a deep understanding of departmental requirements and usage patterns.
- Manage procurement activities to ensure purchase of goods and services is made within allocated budget and in compliance with authorized purchase requests and agreements.
- Manages the supplier selection and evaluation process based on preset criteria such quality, product assortment availability, expected pricing, reputation, payment terms.
- Administers a formal tendering process to shortlist suppliers based on pre-defined criteria such as an analysis of volumes, values, quality, brand.
- Negotiates payment terms and discounts with suppliers and formulates contractual agreements/ SLAs to secure items and services in the specified form, quality, quantity and time-frame required.
- Ensures timely placement of orders for products with suppliers based on the demand and as per agreed contractual terms.
- Processes Purchase Orders (POs); raising, amending or cancelling POs and informs the requesting department accordingly.
- Assesses suppliers’ performance based on the agreed SLA’s and takes corrective actions in case of persistent performance failures.
- Sets procurement savings targets each year in conjunction with the CHCO and Finance department and monitors performance against targets.
- Conducts periodic spend analysis to identify trends and opportunities for cost savings or cost avoidance.
- Manage the returns cycle in collaboration with logistics and warehousing team, in case of receipt of excess/ defective products from suppliers.
- Liaises with Accounts Payable department to ensure timely payments to suppliers.
- Ensure seamless coordination with Logistics, Distribution and Warehousing personnel for effective arrival of goods into the premises from the suppliers.
- Help in the preparation of periodical management reports (e.g. spend analysis reports).
- Develops deep relationships with key suppliers in order to gain access to additional know-how and opportunities.
- Ensures communication of and compliance of procurement related processes among internal departments to facilitate efficient and effective procurement and administrative processes.
- Ensure that the procurement team maintains a single line of communication and follow-up with suppliers from the time of order placement to delivery.

Administration
- Manages corporate office and retail facilities by ensuring proper housekeeping is carried out across the Group’s premises and retail outlets.
- Manages facility management complaints by engaging the in house Facility Management team or external contractors as appropriate.
- Monitors and processes payments for the Group’s corporate office and related premises such as electricity, gas, telephone and similar expenses.
- Works closely with the IT Department to explore opportunities to automate procurement systems and workflows in line with the Company’s policies and procedures.
- Works closely and liaises with the legal department for issuing, renewing, cancelling and maintaining commercial trade licenses for Seddiqi Holding business units and POS network.
- Responsible for all Group document archiving and storage related activities in line with company policy and local laws.
- Supports Seddiqi Holding departments in booking flights, accommodation, transportation, visa’s and any other requirements required for business travel.
- Manages Seddiqi Holding travel desk through contracting with travel agents and securing best available rates and services.
- Manages the process for hiring, leasing and maintain company cars and company drivers on behalf of the Group and subsidiaries.
- Manages Seddiqi Holding’s corporate office reception, operators and guest handling procedures.
- Manages office support staff (e.g. Assistants, office boy, etc.).

People Management and Other activities
- Communicates and discusses the function’s guidelines and procedures with departmental employees to ensure responsibilities, authorities and accountabilities are defined and understood.
- Provides guidance, support, leadership, training and management to employees in order to ensure effective and efficient flow of work, and ensures that all employees recognize their fundamental roles to achieve the Group’s overall organizational objectives.
- Ensures effective departmental performance through the selection, development, deployment and motivation of competent staff.
- Monitors staff performance, provides feedback and undertakes performance appraisals for all direct reports.

COMMUNICATIONS & WORKING RELATIONSHIPS:

Internal:
- All internal departments

External:
- Liaise with third party service providers.

Requirements

- Bachelor’s Degree in Business or equivalent from an accredited university.
- 7-10 years industry experience
- Experience in retail industry is an advantage

Job-Specific Skills:
- Experienced in project planning and operations
- Supervision of personnel, including defining tasks, making work assignments, and evaluating performance
- Excellent negotiation skills
- Good multi-tasking skills
- Numeracy

Competencies:
- Commercial awareness
- Ability to communicate clearly both orally and in writing
- Contract negotiation skills
- People Management skills
- Computer literacy, knowledge of Microsoft Word, Excel and Power point
- Self-motivated, and a self-starter but able to work as part of a team
- Committed to delivering value for money and demonstrating improvements against external benchmarks, achieving and exceeding targets
- Ability to contribute effectively to management and policy making
- Strong leadership qualities

About the Company

Ahmed Seddiqi & Sons is a family owned entity with a large portfolio of Swiss Watch brands. Thanks to its brand strategy and the vision of the late Mr. Ahmed Seddiqi, Ahmed Seddiqi & Sons has enjoyed a steady expansion since its inception in the late 1940s.

At the group, we believe that each employee contributes to the growth and success of the company, and this is evident with the strong and loyal workforce of 480 plus employees, some of whom have been with the organization since 1968.

Ahmed Seddiqi & Sons is the largest distributor of Swiss Brand watches in the Middle East. We offer world-class and exquisitely designed watches and jewellery. From a humble beginning of a single store in 1950s, today Ahmed Seddiqi & Sons portfolio consists of over 50 prestigious brands across 52 locations in the UAE.