Secretary - Assistant Procurement

Secretary – Assistant Procurement

R&D Unit – Dubai - UAE

Job Description

The secretary – Assistant Procurement manages essential administrative tasks and assists the superior in the daily work.

He or She carries out the daily secretarial tasks of the department in which he/she works: processes the mail, answers the phone and manages reception if necessary. He or She is in charge of raising purchase orders and maintaining procurement records in the Company IT system. He or she also carries out writing missions (note-taking, writing reports, summaries, etc.) and manages the agenda of his/her supervisor.

He or She must always stay up-to-date on the statuses of all projects and maintains close working relationship the N+1 to whom He or She will report directly.

Tasks and Responsibilities (NON-LIMITING)

• Organize all procurement activities relating to request for proposals and quotations
• Identify available suppliers for each requisitioned item
• Ensure that data is correctly administered and maintained
• Welcome visitors
• Manage mails
• Answer the phone, organize appointments, manage the calendar, and take notes
• Manage files, archive, enter data’s’
• Coordinate space and office organization
• File company documents
• Support for travel and residence visa procedures
• Support for logistical/event organization
• Support for maintenance & insurance contracts

Skill and Qualifications

• excellent oral and written communication - well versed in email correspondence
• good knowledge in Excel – Knowledge of NAVISION is a very strong asset
• transversality with all departments
• problem-solving
• reactivity and anticipation
• versatile/polyvalent person
• manage priorities, master in organization
• flexible
• being able to work independently, spirit of initiative
• good presentation
• Bachelor Degree
• 2- or 3-years’ experience