Executive Admin Assistant

Job Purpose Statement: 

Responsible to organize, control and supervise day-to-day or periodic administrative works and corporate tasks for VP, Procurement & Supply Chain, including report editing and statistical reporting and related matters. 

Roles & Responsibility 

1. Responsible for the administration functions and ensuring compliance of the established company policies and procedures for the effective running of the VP - Procurement & Supply Chain office.

2. Assist the VP, Procurement & Supply Chain in all day-to-day tasks in referring to vital information and maintain confidentiality wherever required.

3. Maintains and organize Departmental files and records and ensures that each file is always updated and implemented with the company's policies pertaining to record keeping.

4. Prepares the department's monthly and weekly reports, and time attendance sheets (TAS) within the given timeframe. Compliance with administrative standards & other timely assignments.

5. Oversees all major corporate correspondence related to Procurement and ensuring efficient and professional communication skills are applied.

6. Actively participate in regular supervision meetings and performance reviews.

7. Coordinate and prepare together with VP - Procurement & Supply Chain regarding the yearly divisional budget preparation each year.

8. Conduct Yearly Inventory of fixed/capital assets in coordination with Finance Division and keep regular follow up on any inventories of various units within the Procurement Division and maintain complete Fixed Asset Reports.

9. Preparing Performance Appraisals and evaluations for Procurement staff with VP - Procurement & Supply Chain.

10. Maintains all appointments, travel plans and arrangements for the VP - Procurement & Supply Chain and ensure effective and timely reminders.

11. Arranges, participates, and takes minutes of VP Procurement meetings and briefings as per prescribed schedules.

12. Performs other tasks as may be assigned from time to time by the VP Procurement.

13. Use Legal+ to upload and follow up on Procurement Contracts and Legal advices.

14. Preparing the Procurement onboarding plan for new joiners in the department.

15. Assist in creating requests (IT forms, HR forms, IAs, HR and IT tickets).

16. Actively participate and lead the process of next year budget and issue required documents such as IAs, Budget reallocation and requsitions.

17. Perform other job-related duties as assigned.

18. Perform other duties related to the job and/or the operation of the company, in accordance to the regulations of the Saudi Labor of Law.

19. Adherence to Cybersecurity policies and procedures.

20. Dealing with data and information according to their level of classification.

21. Avoid violating the rights of any person or company protected by copyrights, patents, or any other intellectual property, or similar laws or regulations.

22. Compliance with Cybersecurity requirements related to the protection of user devices, Internet, software, systems, and Email requirements.

23. Adhere to the acceptable use policy and Using CATRION information and technical assets only for business purposes.

24. Obtaining the required permit from the security department or the owner of the authority in CATRION before hosting visitors in the company's specific sensitive sites.

25. Reporting Cybersecurity incidents.