Job Description:
We are seeking an Administrative Assistant for the Procurement Department to handle administrative coordination and logistics related to purchasing and importing operations, ensuring the completeness of documents and shipments in compliance with regulatory requirements. This role also involves preparing regular reports and liaising with suppliers and shipping companies.
Responsibilities:
- Coordinate and follow up with suppliers and shipping companies regarding pending requests and incoming shipments.
- Ensure the completeness and accuracy of required documents and receive them prior to shipment arrival.
- Review and reconcile final commercial invoices with preliminary invoices.
- Receive and file shipping arrival notices related to shipments.
- Send payment requests and bank approvals to suppliers in coordination with the finance department.
- Prepare and update daily and weekly reports related to requests and shipments, and follow up on any discrepancies or observations.
- Track shipment movements and update shipment data (ETD/ETA and tracking numbers).
- Send logistics data specific to suppliers according to requirements and updates.
- Monitor cancellation processes or modification of supply terms and notify relevant management.
- Create and follow up on requests for new supply openings in the SAP system until procedures are completed.
- Translate invoices and product data and packaging components.
- Monitor financial requirements related to purchasing and importing operations.
- Review data and product components and ensure compliance with SASO, GSO, and SFDA requirements.
- Coordinate with suppliers to modify data on labels or packaging materials as needed.
- Prepare and update databases of registered supplies with SFDA and link them to SAP data.
- Execute any other tasks related to the nature of the work.
