Procurement and Admin support Coordinator

1. Role Objective

The Procurement & Admin Support Officer (Offshore Pakistan) provides essential back-office and coordination support to the Procurement & Admin Officer based in the UAE. This role is responsible for supplier communication, ERP and tracker updates, internal liaison for invoice and budget approvals, and comprehensive administrative recordkeeping. It ensures continuous workflow across procurement and admin streams, enabling effective vendor management and operational compliance.

2. Key Responsibilities

A. Procurement Support & Coordination

• Prepare and update RFQ logs, Quote Comparison Sheets (QCS), PO registers, and delivery status trackers.
• Follow up with suppliers for quotes, confirmations, delivery notes, and invoices in coordination with UAE office.
• Communicate with vendors to confirm PO receipt, delivery schedules, and submission of tax/compliance documents.
• Assist in the review and logging of supplier invoices; follow up with Finance for payment status and escalate pending items as required.
• Track invoice aging and notify the Procurement & Admin Officer of any delays in processing or documentation gaps.
• Support the drafting of procurement memos, bid evaluations, and PO justifications for internal circulation

B. Budget & Internal Workflow Support

• Coordinate internally with relevant teams (e.g., Projects, PMO, Finance) to check budget status, gather PR/PO approvals, and verify funding availability.
• Update budget utilization trackers and submit monthly summaries to the Procurement & Admin Officer.
• Assist in ensuring that each procurement transaction aligns with the correct project or overhead budget code.

C. Administrative Recordkeeping

• Maintain shared Dropbox folders for admin documents including leases, licenses, payment receipts, tenancy agreements, and contracts.
• Log utility bills, vendor contracts, and office expenses; assist in compiling monthly admin reports and summaries.
• Track renewals for facilities, accommodations, and service contracts and issue alerts for upcoming expirations.

3. Collaboration & Communication

• Act as the primary offshore liaison with vendors for routine procurement and admin-related queries.
• Maintain continuous coordination with the UAE Procurement & Admin Officer for task updates, document validations, and escalation.
• Participate in scheduled calls for procurement tracker reviews, pending invoices, admin updates, and compliance alerts.

Originally posted on Himalayas