Admin

AED 4,000 - 5,999 per month

Business Bay, Dubai, UAE

Full Time

5-10 Years

Masters Degree

Job Details

JOB DESCRIPTION

Company : Unilever Pakistan Limited

Department : CD

Job Title : JM ADMIN & COMMERCIAL

PLACE IN ORGANISATION

The organagram includes the boss, reportees and dotted reporting to the particular Admin Manager.

2. Scope of Role

Branch & Field Managers Expenses Processing, Vendors Payment, Travel Claims Processing of Sales Team, Processing of Petty cash expenses & Working in ARIBA System

3. Key Responsibilities

Processing of Travel Claims of all Sales Team include TM,s AM,s, RSM.
Detail working on TES System.
Processing of Branch Expenses.
Processing of Vendors and 3rd Party Payments.
Detail Working on ARIBA System for making the Purchase orders & Rc,s.
Branch Utility Bills Payment.
Utility Bills Reconciliation on Monthly basis.
Budget Monitoring of Branch on Monthly basis
Processing of Petty cash expenses on daily, weekly & monthly basis.
Look after admin matters in his absence.

Travel Claims Processing & Others
Timely Travel Claims Processing of all sales team according to the policy.
Maintain proper record of all Travel claims.
Manage Travel Claims Audit Quarterly.
Resolve all payment issues of sales team e.g (Cheque
Return, bank address change, System access issue, etc.)
Strong coordination with head office Commercial regarding payments.
Maintain TES Complaints GRID and Processing’s.
Resolve all Insurance Correspondence with Insurance Company regarding Field Team Motor Vehicles.
Arrangement of all Sales Meeting inside and outside including stay arrangement at company guesthouse and hotel.

3rd Party Payments Handling
Processing of all 3rd party invoices of Branch & Guest houses.
Resolve all payment issues of vendor’s e.g (Cheque Return, vendor code, Address change, wrong invoicing).
Regular Invoices processing of 60 to 70 vendors.
Regular Coordination with vendors/departments on current commercial issues, policies compliances and service delivery.
Maintain record of all vendors’ invoices on regular basis.
Working on revision & New Legal agreements of vendors.
Provide Withholding Tax Certificates to all the vendors.
Strong coordination with head office Team regarding vendors payment.

Working on ARIBA System
Working on ARIBA System on regular basis for making
The Purchase orders & RC,s.
Resolve all ARIBA Issues (PR,s & RC Stuck, Approver change, Vendors mapping, SOA Update).
Strong coordination with Buyer regarding ARIBA PR,s Approval, vendor’s rates and other ARIBA Related
Issues etc.
Record keeping of all ARIBA Purchase orders.

Utility Bills Payment
Timely Payment of Utility Bills for Branch & Guest Houses.
Monthly Utility Bills Reconciliation of Branch & Guest Houses.
Coordination with head office team for change the new
Customer Id,s & Payment of Utility Bills.

Petty Cash Expenses & Budget
Processing of Petty Cash expenses on daily, weekly
& monthly basis.
Weekly Reconciliation of Petty cash expenses.
Maintain Proper record of petty cash expenses.
Weekly cash reconciliation files sent to Head office.
Monthly Budget Monitoring of Branch & Guest Houses.
Reconciliation of Budget on monthly basis and updated
Files sent to head office.

3. Resource to be managed
Branch Sales Staff: Around 30, Vendors & Service Provider; 15 - 20

4. Knowledge/ Skills & Competency

Knowledge
Knowledge of Accounts.
Complete understanding of Systems ARIBA, TES & SAP
Basic knowledge of Unilever Finance and business operations.

Skills
Good Communication Skills
Good Interpersonal Skills.
Must possess good organizational skills to control all administrative Job responsibilities.
Good Time management Skills and should be able to prioritize tasks under pressure.
Ability to work within deadlines and achieved targets
Flexibility and quick in responding to requests made at short notice period.
Must be reliable and should abide by company’s terms and conditions.

Competency

Growth mindset
Customer & consumer focus
Bias for action
Self-accountability

6. Teamwork

RSM
Personnel Services Manager
Head Office Shared Services Team
Departmental Heads
Admin Manager
ROM, AM,s TM,s
Buying Manager
Insurance Deptt
All Vendors and 3rd parties.

7. Environment

Work with good friendly environment

8. Profile of the job holder

1) Bachelors Degree
2) 4-6 years of relevant experience
3) Ability to work and manage multiple projects
4) Possess good communication skills
5) Possess negotiation skills

Languages

Any

Nationality

Any

Location

Business Bay, Dubai, UAE

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