Expediter (EMDAD)

1. Role Objective JOB CONTENT

To perform variety of Operation expediter, administrative, clerical and office support duties to keep the company running efficiently and effectively such preparation of documents, general administration, reports, raising PR’s, following up with PO and GRN closing, tracking suppliers payments with finance, chasing operation focal points to clear all of monthly volume services to be submitted to finance; compiling records; organizing and maintaining files; mail distribution; transportation and travel, procedures and guidelines set by the company.

2. Duties and Responsibilities

Strategic:

1. Provide support and assistance in execution of strategic activities as per Company plan and overall company strategy.

Operational:

General administration:

1. Provide general operation, administrative and clerical services to the company such as preparation of document control and monthly reports; compiling records of each service and contract within the department; organizing and maintaining files; mail distribution; any services related to the company work within the policies, procedures and guidelines set by the company.

2. Carry out daily clerical activities which include PR tracking, master tracking sheet as per reporting manager’s requests ensuring timely completion of all requested expediter operation and administrative activities.

3. Devise and maintain the office systems to ensure all paper/document flows are efficiently managed for easy data retrieval and coordinate office inquiries, repair and maintenance of office equipment.

4. Assist in the coordination, supervision, and successful completion of outstanding issues to be resolved with the main departments as requested by the line manager.

5. Resolve operation problems by coordinating, preparing reports, analyzing data, and identifying solutions as a team player with approval from line manager.

6. Receive and acknowledge all requests day to day following up with focal points that are related to clients and other departments pending; provide suitable information and timely resolve their queries if any in a professional manner.

7. Attend weekly operation meetings and participate in discussions as required.

8. Arrange meetings with other departments to resolve any delayed/outstanding issues either internally or externally.

Transportation:

1. Assist and control of all company provided vehicles; keep record of all vehicle’s registration, fuel record and refueling of the company fuel cards based on agreed teams and conditions given within the company along with vehicles insurance details and regular service of each vehicle; communicate in time with relevant personnel in for renewals and service booking.

Public Relation:

1. Prepare and monitor department letters both in English and Arabic by supporting focal points following Oman National Records and Archives Authority.

2. Processing all renewals of driving license & labor health cards with each department within the company.

3. Renewals of official documents of the company (i.e. trade license, chamber of commerce, CR, traffic department, municipality, customs clearance etc.) by reporting to line manager and procced with the concerned department.

4. To liaise with authorities to ensure Company compliance with local laws and regulations.

5. To process local amendments in coordination with the authorities.

6. Establish and maintain effective working relationships with local and municipal government officials.

7. Complete all other related tasks assigned from time to time by the reporting manager or management.

Logistics:

1. Support and assist in liaising with company operations and plans to ensure that the clients’ needs are met within the logistics area on time supporting MLC focal point.

2. Support and assist in liaising with the parties within company to ensure compliance with MLC/Training Area requirements inclusive of the maintenance and insurance

3. Close coordination with OPS & Service Providers to guarantee supply of regular utility services to the MLC.

4. Understand the MLC/Training Area requirement and prepare a detailed scope with a purchase requisition to procurement department after consultation with Ops focal point.

MINIMUM EDUCATION & QUALIFICATIONS

Education:

– Bachelor’s degree in Logistics or General Administration or equivalent.

Experience:

– 0-2 years of experience in relevant work area or as per the Minimum Qualifications and Experiences matrix in EMDAD.

Special Skills & Knowledge:

– Excellent communication skills.

– Excellent work ethics.

– Good relationship building skills.

– Good negotiation and influencing skills.

– Familiarity with office organization and optimization techniques.

– Able to work under pressure.

– Attention to detail.

– Ability to solve old outstanding issues within the department.

– Strong organizational skills and problem-solving ability.

– Personal and Interpersonal skills.

– Multi-tasking.

– Quick Leaning leadership.

– Translation Skills.

– Must have English & Arabic language fluency, both written and spoken.

– Proficient in MS Word, MS Excel and MS PowerPoint.

– Valid Omani Driving license (Manual transmission)