Administrative Affairs Specialist would support our Client in Muscat to manage the sales
administration activities, contracts management, and other operational tasks from order entry
to invoice settlement. The position is based at the Muscat office with the functional teams
at the cluster and group level.
Main Activities
1. Provide Supply Chain Support
- Record Interco orders sent by subsidiaries in ERP
- Pilot order follow-up progress internally
- Follow up on purchase orders and timely deliveries
- Close follow-up of inventory status in Oman in different locations
- Organize weekly meetings to review all the local POs and reception
2. Administer opportunities for customer
- Participate in offer and contract reviews considering the risk analysis associated with
the project and with the purchasing terms and conditions.
- Check the integrity of customer and order data (VAT identification number, VAT exemption
for export, credit limit, etc.)
- Ensure compliance of orders to trade regulations, particularly in terms of sanctions
- Check incorporation of the sales order in IT systems or key in, if necessary
- Manage customer data (creations, modifications)
- Prepare and validate quotations for customers
- Prepare opportunities in CRM
3. Administration of Training
- Communicate order status to Group customers (excluding intercompany)
- Manage order modification requests (revision, cancellation, return of goods)
- Manage documentation associated with the order
- Manage GO to pack and GO to ship orders
- Manage documentary credits (document preparation, bank deposit)
- Plan and manage training bookings in coordination with the Operations Manager
4. Manage Billing
- Record billing data in the customer IT system
- Issue and transmit advance payment invoices and commercial invoices
- Ensures payment collection of multi-timeline invoices
- Validate commission notes on sales
5. Manage the Dashboard of the Activity
- Ensure correct data is sent to the dashboards
- Participate in the management of process indicators
6. Manage Accounting (Only for sales administration assistant invoicing)
- Validate end-of-month record
- Responsible for accounting of invoices
- Checks client accounts
7. Monitor Payment Collection
- Plan collection of accounts receivable
- Solve customer litigations
- Implement appropriate collection actions
Profile:
▪ Very strong technical & analytical knowledge
▪ Pragmatic, Rigorous and organized
▪ Honest, strong personality, diplomatic, autonomous
▪ Excellent personal and communication skills
▪ Customer satisfaction oriented
▪ Flexible, punctual, and committed with a high level of professionalism and respect
confidentiality
Position Requirements:
▪ Associate or Bachelor’s Degree in Administration, Accounting, or equivalent
▪ Minimum three years of experience in a back-office role or HR or Accounting or
Administration. Knowledge of contractual terms and conditions applied in the supply
and service contracts in the oil & gas industries will be an advantage.
▪ Appropriate computer and IT systems skills/knowledge (MS Office and CRM systems,
etc.)
▪ Fluent English (spoken and written); Fluency in Arabic would be an added advantage.
Salary: Omani Rial 500-550 per month.