Purchasing Administrator - Fixed Term Contract (12m)

Job Description

Purchasing AdministratorGeographical Area Under Responsibility/Brand/Function: UAE, Financial Control and Reporting (FC&R)Reporting To: Purchasing Administration SupervisorLocation: Dubai, United Arab EmiratesPrimary DutiesAs a part of the FC&R Purchasing Administration team, the Purchasing Administrator is responsible for administering the Purchase to Pay procedure, ensure the purchasing of goods and services by Maisons and Richemont Functions is undertaken in compliance with the Procedure. The position will oversee the Purchase Requisition Tool, and the creation of Purchase Orders. Key to the role will be up to date, accurate, and complete information for vendors and purchases.The primary duties of the position include:

• Facilitating the purchase of goods and services by Maisons and Richemont Functions in an efficient and compliant manner in line with the Purchase to Pay policy through the Purchase Requisition Tool
• Creating, monitoring and closing Purchase Orders in SAP in collaboration with Maisons and Richemont Functions to verify the receipt of goods and services.
• Ensuring the integrity of data for Purchase Requestions and Purchase Orders, reviewing each for outstanding and aged items, and regularly reconciling both to close and match items with invoices and receipts of goods and services.
• Overseeing the maintenance of Vendor accounts in SAP, actioning creation, amendment and extension requests.

Key ResponsibilitiesPurchasing and Procurement

• Administer the Purchase Requisition Tool, keeping user accounts up to date by working closely with Maisons and Richemont Functions, and ensure accurate and detailed Purchase Requisitions are added to the system, are updated throughout the Purchase Requisition process and are closed once all process steps are completed.
• Review and validate support documents for supplier selection, ensuring compliance with the Purchase to Pay procedure, sending requests for updated or complete documents when required.
• Create Purchase Orders in SAP based on the information provided by in PRs.
• Monitor and review Purchase Orders in SAP, updating the Purchase Orders throughout the purchasing process. Working closely with Maison and Richemont functions to ensure Purchase Orders are up to date, with complete records.
• Complete the Goods Receipt/Invoice Receipt process in SAP after receiving complete and compliant supporting documents from Maisons and Richemont Functions.
• Ensure Purchase Orders are closed and any aging Purchase Orders are reviewed.
• Undertaking regular training sessions for Maison and Richemont Functions focusing on the Purchase Requisitions requirements, use of the Purchase Requisition Tool and any support needed by users.

Vendor information

• Coordinate with Maisons , Richemont Functions and vendors to collect the information needed to create, amend and extend Vendor master data in SAP.
• Ensure documentation provided by Maisons , Richemont Functions and vendors is complete and meets Richemont requirements.
• Track and update Maisons and Richemont Functions on the status of creation and maintenance request, following up on outstanding approvals when required and inform Maisons and Richemont Functions when requests have been completed.
• Undertaking regular training sessions for Maison and Richemont Functions on the vendor maintenance process and provide updates when necessary.

Reporting, ICS and Projects

• Work closely with General Ledger team to generate the open Purchase Orders list as part of the month end closing process for accrual purposes.
• Participate in projects on process automation (new mode of payments, retail openings, wholesale openings, integrations, etc..).
• Support continuous improvement initiatives for the department, identifying opportunities to improve efficiency.
• Perform regular tests of controls as per ICS requirements
• Assist internal and external auditors, implement recommendations (if any), and take corrective action/s when required

Key Stakeholders

• FC&R General Ledger and Accounts Payable Teams
• Financial Planning and Analysis
• Maison Directors and Sales Teams
• Suppliers

Key RequirementsEducation

• B.Com/Accounting or Finance

Experience

• A minimum of 2 years? experience in Procurement, Finance or Accounting
• Experience in the retail industry would be an advantage

Technical skills / abilities

• Knowledge of computerized accounting/ERP systems ? especially SAP
• Good knowledge of Microsoft software (Teams, SharePoint and other applications)
• Accounting skills primarily focused on purchasing and accounts payable

Personal skills / qualities

• Strong communication skills
• Ability to work in a diverse and high performance environment.
• Time-management skills and the ability to prioritize and manage expectations
• Compliance mind-set
• Credibility and integrity with confidential information
• Good Presentation skills
• Confidence to deal with a wide range of stakeholders

Work Environment & CultureRichemont is offering you a great opportunity to work in a reputable and professional leading Company in the Luxury Industry.

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