Corporate Services Coordinator

Business & Product Management
Qatar 🇶🇦
October 2, 2023

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Job Description

About the role 

Provide coordination support for the smooth functioning of the divisions’ operations. Represents the department through the management of correspondence, telephone and personal contacts. Undertakes projects as directed by the Corporate Services management in order to support Departmental / Corporate initiatives.

Accountabilities

Operational

  • Raising Purchase Enquiry (PE) requests for initiating RFQ/tender process with Procurement Department for new requirements.

  • Track requests including but not limited to Purchase Enquiries, Purchase requests, financial applications etc.

  • Review supporting documentation and raise financial approval requests where applicable so that spend is approved by the authorities before release of the Purchase Orders/Contracts.

  • Follow up with Suppliers/Vendors on tender submissions, delivery schedules etc.

  • Ensure all details are accurately stated on Purchase requests as originally requested and tally the same with details noted on Purchase Orders.

  • Creating item codes in the Oracle System and ensuring all necessary steps and codes are applied as per QR guidelines.

  • Ensure all item attributes are assigned as per standard / business requirement.

  • Distribute Purchase Orders to relevant stake holders.

  • Follow up with Contracts and Procurement Departments on outstanding issues and provide feedback in a timely manner.

  • Coordinate with various stake holders including but not limited to vendors, users and Line Managers to manage the supply chain efficiently based on the business/operational requirements.

  • Ensure that processes are complete right from Purchase Enquiry (PE) to Purchase Request (PR) – Purchase Order (PO) – Receipt of goods (DN, GRN) – Unique Identification Number (UIN) etc.

  • Actively be involved with the Procurement process

  • Coordinate/arrange technical clarification meetings with the tenderers and preparation of the minutes of the meeting for onward submission to the stakeholders.

  • Raise single source requests and urgent approval requests as necessary to support the business operations.

  • Ensure all contracts are renewed on time. Ensure timely renewals based on the inter department/division dependencies and factors.

  • Ensure all contracts are available in the shared folder for the department use for ready reference by the stakeholders.

  • Initiate and complete process for all contract amendments and terminations requested by the stakeholders.

  • Ensure Performance Bank Guarantee (PBG) and insurance for all contracts are available wherever applicable.

  • Update and maintain the contracts and procurement trackers.

  • Perform other department duties related to his/her position as directed by the Head of the department.

Reporting & Follow up

  • Prepare daily, weekly and monthly reports related CMC, PR, repeat orders, delivery, etc.

  • Follow up with relevant departments, Vendors, Service Providers to ensure operational requirements are met on time.

  • Provide ad-hoc reports as advised by Line Manager

Data Protection

  • Ensure that any personal data obtained and processed is treated in accordance with data protection principles followed by the Group, as well as applicable Group policies and Procedures on data protection and information security

  • Consult the Groups Data Protection Officer (DPO) officer prior to making decisions on the processing, storage, retention and deletion of professional data with regards to responding to Subject Access Requests (SARs) conducting data Protection Impact Assessment (DPIAs) and identifying any personal data breach, if there is no policy or procedure that provides adequate guidance.

Qualifications

About you 

Qualifications:

Essential 

  • Relevant college or university qualification to minimum bachelor’s level, with minimum three years of job- related experience.

  • Prior experience in procurement and contracts.

Job Specific Skills:

Essential

  • Excellent command of English language written and spoken.

  • Ability to work in a cross culture environment.

  • Maintain confidentiality and self-discipline.

  • Should be motivated, responsible and focused.

  • Very good knowledge of MS Office (outlook, excel, word)

Be part of an extraordinary story 

Your skills. Your imagination. Your ambition. Here, there are no boundaries to your potential and the impact you can make. You’ll find infinite opportunities to grow and work on the biggest, most rewarding challenges that will build your skills and experience. You have the chance to be a part of our future, and build the life you want while being part of an international community. 

Our best is here and still to come. To us, impossible is only a challenge. Join us as we dare to achieve what’s never been done before. 

Together, everything is possible 

About Qatar Airways Group 

Our story started with four aircraft. Today, we deliver excellence across 12 different businesses coming together as one. We’ve grown fast, broken records and set trends that others follow. We don’t slow down by the fear of failure. Instead, we dare to achieve what’s never been done before. 

So whether you’re creating a unique experience for our customers or innovating behind the scenes, every person contributes to our proud story. A story of spectacular growth and determination. Now is the time to bring your best ideas and passion to a place where your ambition will know no boundaries, and be part of a truly global community. 

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