Specialist- Logistics Management (Emiratzed Role)

First Abu Dhabi Bank; Abu Dhabi; On-site; AED 60,000 - 100,000; Full time

Job summary

An established industry player is looking for a dedicated professional to manage their administration functions, including subscriptions, fleet services, and staff cafeteria management. This role involves ensuring timely renewals and payments, maintaining vendor relationships, and providing cross-functional support to enhance operational efficiency. The ideal candidate will have a background in administration and hospitality management, with a strong focus on vendor management and financial reconciliation. Join a dynamic team and contribute to the success of a leading organization in the banking sector, where your skills will make a real impact.

Qualifications

• Minimum 2 years of experience in administration and hospitality management.
• Graduate or post graduate degree required.

Responsibilities

• Manage subscriptions, vendor contracts, and fleet administration.
• Oversee staff cafeteria management and ensure compliance with contract terms.
• Provide cross-functional support to hospitality and logistics teams.

Skills

Administration Management

Vendor Management

Hospitality Management

Financial Reconciliation

Team Coordination

Education

Graduate or Post Graduate

Job description

• Manage Banks portfolio of Subscriptions and renewals in timely and cost effective manner
• Manage the administration of Banks outsourced fleet for cars and drivers and related fuel / salik / parking spend reconciliations
• Maintaining updated MIS on spends, master records for subscription and fleet and related payment logs
• Staff cafeteria management
• Manage weekly team meetings, arrange updated presentations and track actions
• Cross functional support to Logistics team on Hospitality

Job Context

Subscriptions:

• Manage the Banks subscription renewals in line with the SOP (print and electronic subscriptions – i.e newspapers, magazines, etc)
• Ensure appropriate approvals obtained and timely renewal and payments made towards subscriptions
• Manage any distribution or delivery issues with vendor
• Ensure timely payments to vendor and track spend
• Responsible for Vendor’s inquiry about SOA (statement of account) and outstanding balances

Banks Car and driver services management

• Manage the Banks cars and related spend on fuel, salik, parking, etc
• Ensure timely renewal of vendor contracts for outsourced fleet and driver services
• Ensure driver access and replacements are managed in line with SOP
• Ensure appropriate approvals obtained and timely renewal and payments made towards outsourced services
• Manage any issues with vendor on car or drivers (leaves, replacements, car services and related replacement vehicles, etc)
• Ensure timely payments to vendor and track spend
• Responsible for Vendor’s inquiry about SOA (statement of account) and outstanding balance
• Day to day administration of related services and taxi arrangements for business requirements
• Ensure efficient administration of corporate cards for fuel, refill of salik / Mawaqif balances and monthly reconciliation of payments due on credit cards

Staff Cafeteria Management:

• Management of staff café contracts and ensuring timely renewals or replacements as required
• Quality checks ensuring compliance to contract terms, safety and hygiene standards

Cross Functional Support to Hospitality:

• Request PR for hotel booking for Int’l., branches and follow up for PO
• Request PR for taxi booking for int’l branches and follow up for PO
• Allocate POS / Cost GL Account for branches, Business Unit and International Branches
• Provide scanned copy of Hotel invoices together with approval for payment
• Follow up with Procurement & Accounts Team for payment
• Maintain a proper record for all payments
• Update Chart of Accounts
• Provide support for management reports and presentations as required
• Ensure to update relevant policy & procedures as per review cycle
• Updated MIS to be maintained for all activities managed
• Provide cross functional support to function as required
• Work towards consistent process improvements and efficiency enhancement
• Contribute towards team consolidated growth and success

Qualifications

• Graduate or post graduate
• Administration function experience and basic experience in hospitality management or function (2 years or more)