Job Description

Job Title Administration

Salary 3,000 AED

Experience

School Degree

Description

Scope:
Handle routine administrative jobs to allow the JIFF core teams to concentrate on their fundamental responsibilities.
2. Primary Accountabilities:
2.1. Purchase Activities:
a) Registering vendors identified by JIFF functional teams.
b) Maintain an active List of Contractors, Suppliers, and their contact details
c) Obtaining item codes from the operating company for purchase items/services.
d) Liaising with vendors for necessary documentation as advised by JIFF functional teams including formal quotations
e) Follow up with operating company purchase department for placement of PO.
f) Follow up with vendor for timely supply of material / service supply
g) Accept goods from suppliers in conjunction with concerned department.
h) Coordinate with vendor for invoicing.
i) Coordinate with operating company for vendor payment.
2.2. Spot Purchases:
a) Groceries for JIFF, ITP common areas and the satellite offices.
b) PPE for staff
c) Cleaning material, etc.
d) Office Stationery
e) Gardening and Tri-cycle Consumables
2.3. Coordination:
a) Contracted service providers:
• Housekeeping at JIFF
• Security Contractor for JIFF, ITP, and satellite offices
• Gardening contractor at JIFF
b) DEWA for electricity and water bills
c) Etisalat for telecommunication bills
d) Dubai Airports for:
• Rental invoices
• Radios
• Services for ITP and satellite offices
e) Coordinating with operating company finance department for payments (vendors, DEWA, Etisalat, Dubai Airports, Petty Cash, etc.)
f) Coordinating with participating companies for timely renewal of passes and ADPs for JIFF deployed employees.
g) Coordination with external training providers to facilitate the planned trainings.
h) Coordination with various AMC vendors for quarterly performance review meetings in conjunction with the functional department at JIFF.
2.4. Vehicle related activities (RTA, passes, tracking, etc.):
a) Obtain annual RTA registration of all JIFF vehicles
b) Airport Passes for contractors and vehicles needed for hydrant works.
c) Renewal of airport passes for JIFF vehicles
d) Changing of Salik Tags whenever required
e) Sharing weekly reports from VMS (Vehicle Monitoring System) with JIFF Manager to correct staff driving behavior if required.
2.5. Administrative Support:
a) Handling Petty Cash for the location
b) Administrative support to OMC/OCTC/staff meetings/Safety meetings/gatherings/functions, etc.
c) Attendance Management system monitoring, reports, analysis, etc.
d) Information to HR/administrative departments of participating companies for leave administration, overtime, etc. for their staff.
e) Maintaining various records for administrative documentation, training, accounting, project documentation, etc.
f) Maintaining inventory for store.
g) Maintaining of stationery & pantry items.

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