Administrative Assistant

Job content

Job Description Summary Job DescriptionProcurement

• Developing and maintaining site purchasing procedures that are consistent with

the PSQMS guidelines in consultation with station management and operating and maintenance departments.

• Co-ordinate purchase order activities - review all requisitions for completeness and accuracy; place and expedite orders distribute for purchase order processing; perform purchase order entry as needed; resolve purchase order problems and conduct follow-up activities as necessary to finalize purchase order transaction
• Receive vendor bids and proposals; open, compare and analysis quotations and bids and recommend the award of contracts
• Contact vendors and verify information related to price, product quality, service and delivery.
• Continually identify and determine optimum sources of supply for the highest quality for the best price. Closely co-ordinate activities with operations and maintenance departments to ensure specifications are correct.
• Issue purchase order in CMMS which agreed to buy by section manager per PSQMS rules
• Issue Yearly Order like office supplies, cleaning lady service, local freight..etc
• Copied CMMS POs to PowerMax or Ariba system
• To complete the Good Receiving (GR) in Ariba system for indirect sourcing
• To complete the Invoice Receiving(IR) in CMMS by monthly
• Orders Filing Management
• Prepare the payment voucher and monitoring the invoice if not receive from Supplier

Craft Labor

• Cost calculation per real timesheet for craft labor service
• To complete the upload file for craft labor service
• To fill out the Contractor Performance report for cleaning Lady

General Affairs support

• Prepare the Snacks for Worship (twice monthly)
• Monitoring all office supplies and ensuring that stock is replenished as required.
• To prepare the subcontractor evaluation in end of December
• To prepare the supplier evaluation for top 10 in end of December
• To conduct the physical stock examination in end of December
• Any support which is assigned by Administration Team Leader if required