Administrative Assistant Procurement

List of Activities Procurement Admin

• Procurement Directory set-up and Maintenance Procurement Directory
• POL / Coreworx set-up and Align with Matrix-Automation
• Create Templates
• Project Directory /MatMan Access request
• Creating RSA’s
• ARIBA
• and Add new Bidders to SmartSource
• Adding RFQ’s in SmartSource
• Expedite bidders
• Sealed Bid Opening Procedure
• Weekly PTR / MSR /DTR meetings, including all administrate tasks required
• Sent out MOM’s (Vendors) : Assign numbers, Report on Log, Update Log, Expedite Vendors
• Document Tracking for approval:
- IPP, Shortlist Recommendation, TBE , CBE
- LOR / PO, Executive Summary, CDR
- Expediting (Entities) for approval cycle
- Keep Log Updated
• (Hardcopy) /Filing /Archiving
• Entity Screening request (incl. Entity Result and Keep Log Updated)
• Distribution of final signed documents via POL / Coreworx
• List of other documents for Coreworx / POL distribution (Listed on Matrix, like SQS reports, MOM, POAD’s Slippage Alerts etc.)
• Sending Purchase Order for acknowledgement signature (via DHL / softcopy)
Sending Change Order for acknowledgement signature (via DHL / softcopy)
Expedite Vendor’s signatures
Update log
• Coordinate Procurement Meetings (incl. Archibus bookings, video set-up bridge, telecom invitations etc.)
• Set-Up Webex meeting
• Reporting Visitors / Guest announcement to Security
• Ordering Lunches (including financial approvals management and/or client)
• Administration Tasks (daily mailbox, ASL update, team-outings, regret letters, Maintenance Procurement Mailbox)
• VMDF forms new suppliers (including SAP and SRW)
• Close out activities (expedite PDDM, expedite SPE report vendors, close out letters, archiving hard copies, check completeness and correctness directory (soft and hard copy), awards, etc.)

Job Requirements:
• Full time – 40 hours a week
• Ability to communicate effectively with audiences that include but are not limited to management, coworkers, clients, vendors and visitors, both written and verbal.
• Ability to create and maintain tracking logs and lists.
• Ability to multi-task and prioritize to achieve project goals.
• Detail-oriented, accurate, good organizational skills, judgment and flexibility (helicopter view)
• Fluent in English
• Team Player
• Proficient in standard software used in word processing, creating spreadsheets and presentations, e-mail file management/storage and database management (e.g. Microsoft Word, Excel, PowerPoint, Lotus Notes)

Personal requirements:
• Enthusiastic, sparkling and stable personality, not easily stressed out.
• Self starter
• Integrity is key!
• Flexible
• Adaptability
• Service minded