Procurement Operations Admin

1. Job Summary

The Procurement Operations Administrator plays a vital role in supporting the IT Procure-to-Pay (P2P) process by ensuring accuracy, compliance, and traceability across all procurement activities. Operating from an offshore or remote support environment, the role involves high-discipline administrative tasks such as updating trackers, filing documentation, coordinating with internal stakeholders, and supporting workflows like purchase order (PO) updates, goods receipt note (GRN) filing, and payment enablement. This role is critical for maintaining efficiency and momentum in a high-volume procurement setting.

2. Must Have Skills (Mandatory)

• 3–5 years of experience in procurement, finance, or operational administration

• Proficiency in Microsoft Excel, Outlook, SharePoint

• Experience working with procurement trackers and digital filing systems

• Familiarity with PR/PO/GRN processes

• Strong attention to detail and adherence to process

• Excellent communication and follow-up skills

• Ability to work under general supervision and follow defined procedures

• Experience working in offshore/shared service support models

3. Good-to-have Skills (Optional)

• Experience in IT or Engineering procurement support

• Knowledge of ERP systems and digital procurement platforms

• Exposure to Trello or similar task boards

• Certifications in Office Productivity or ERP foundations

4. Qualifications & Experience

Education:

• Bachelor’s degree in Business Administration, Commerce, or a related field

Certifications (Preferred):

• Office Productivity tools (e.g., Microsoft Office)

• ERP Foundations

Technical Proficiencies:

• Microsoft Excel, Outlook, SharePoint

• Trello or other task management platforms

• Version control and cloud-based file management systems

Core Competencies:

• Detail orientation and process discipline

• Timely and clear communication

• Ownership of task follow-up and SLA adherence

5. SFIA Mapping

SFIA Level 3 – Apply

• Applies standard procedures and practices reliably

• Escalates anomalies and issues appropriately

• Maintains data accuracy and traceability across operations

6. Performance Criteria

Key Performance Indicators (KPIs):

• % of documentation filed within 2 business days

• % of task board items updated on time

• % reduction in misfiled or missing records

Lead Measures:

• Daily update logs maintained

• Timely email reminders sent and acknowledged

• Volume of PO/GRN entries processed weekly

Lag Measures:

• Improved audit readiness of procurement documentation

• Fewer stakeholder escalations

• Timely completion of payment enablement tasks

7. Reporting Structure

Reports to: Assistant Manager – Budgets & Procurement (Onshore)

Coordinates with: Onshore procurement analysts, IT engineers, Finance team, Shared Procurement Services

8. Working Conditions

• Fully remote or offshore support role

• Must be available for scheduled coordination calls (UAE business hours)

• Expected to handle a high volume of tasks with discipline and accuracy