Logistic Administrative Assistant for Qatar

Role Purpose: 

To provide specialist clerical and administrative services in order to support the effective and efficient clearing of imported goods and materials through air, sea and land customs. Jobs at this level will work within set procedures under the direction of the head of section.

Key Accountabilities

1. Receive, process and distribute as appropriate import shipment advice documentation and information in order to support procurement logistics activities

2. Enter and update import shipment delivery details and information on the central computer system in order to ensure that order, shipment receipt and stock information is up to date at all times

3. Physically inspect goods and materials received at the ports in order to ensure that the right quantity has been delivered and there are no defects or damage to the goods

4. Communicate daily with representatives from Government Departments, shipping and clearing agencies, in person, over the telephone and through letter/fax in order to exchange shipping documentation and information which expedites the physical movement and receipt of imported goods and materials

5. Build and maintain good working relationships with representatives from Government Departments, shipping and clearing agencies in order to support the effectiveness of ongoing activities

6. Solve routine problems and issues regarding import shipments through effective communication with Government officials and representatives

7. Make special shipment arrangements to procure materials from GCC and other geographically close countries by land or air as accompanied baggage during emergency stock shortage situations in order to ensure materials are obtained in the shortest possible time

8. Personally accompany materials by land or air from source through to arrival at QATAR STEEL site in order to ensure that urgently needed materials are procured as quickly as possible and actual or potential production interruptions are minimized

4. Make arrangements and handle all correspondence for claims against suppliers and/or deliverers in order to ensure that costs are reclaimed

5. Make arrangements for the export and re-import of materials for replacement, repair, claims inspection, etc. in order to ensure that the movement of materials takes place as quickly and efficiently as possible

6. Collate and/or summarise data and produce routine reports, schedules and summaries, seeking additional information where necessary, to support ongoing procurement logistics activities.

7. Collate and/or summarise data and produce routine reports, schedules and summaries, seeking additional information where necessary, to support ongoing procurement logistics activities.

8. Check invoices from Subcontractors and agencies in order to ensure information is correct before payment is released

9. Make arrangements for the legalisation of documents and associated claim of charges as required, in order to support smooth clearance of goods and materials

10. Implement appropriate filing and data retrieval systems in order to ensure ease of access to up to date information at all times.

QUALIFICATIONS, Experience & SKILLS

§ Expatriate University Graduate with Minimum 3 years relevant experience in a warehousing/procurement environment

§ Detailed understanding of relevant clerical procedures and their importance to the overall function of the procurement department

§ Detailed understanding of import regulations and associated documentation

§ Basic understanding of procurement processes

§ PC literate with knowledge of standard office software applications

§ Basic report writing skills

§ Attention to detail

§ Ability to work as part of a team

§ Good communication skills - written and verbal

§ Good interpersonal skills

§ Problem solving skills

§ Good English language skills

recruitment.goodmans@gmail.com

9820020511