Admin Support In General To Procurement & Contracts Department

1. GENERAL PROCUREMENTS & CONTRACTS PROCESS
 Procurements is a process of purchasing good and
services.
 Contracts an agreement between an user with a suitable
supplier for purchasing items with certain terms and
conditions agreed from both parties

2. ROLE OF ADMIN IN P & C
 Coordinate with team members documents for approval and inform other areas the
status of document if still pending or approved.
 Arrange meetings for managers with internal or external attendees
 Control, monitor and track documents using excel in P&C as and when received
 Communicate internally & externally to assist managers and team members to
perform department tasks.
 Support project admin areas to achieve its objectives.

3. ADMIN RESPONSIBILITY IN PROJECTS DOCUMENTATION FOR
P&C AREA
 Transmittal Sheets related to purchase orders ,contracts , capital cost commitment
approval etc.
 Payment Approval Slip “PAS” include payments for suppliers on services provided
to EGA with attached invoices.
Projects related documents are received through area admins or Document Control.
Sample of the documents received by admins from other areas/DC in the following :

4. IT applications in P & C department to save cost
Different type of applications are used in Procurements & Contracts:
 SAP is used for raising new purchase orders, to follow with SAP PO
 MS Excel for tracking documents and recording other important content related to department
like team annual leaves plan
 MS Word for minutes of meeting, letters, etc. and share with team members through share
folder
 MS Outlook helps admin to know area manager’s availability and organize meetings among
internal or external attendees, and further communicate with other areas’ Admin to ensure that
attendees are well-informed. Additionally, Admin has to inform the Security Dept. names of
meeting attendees who are from outside EGA to issue badges.

5. SUPPORT FROM AREA P & C
 Attending courses to learn ideas on applications that is used in daily basis like MS
Outlook , MS Excel .. Etc.
 Handling Documents & Other types of tasks in case of leave or absence the partner in
same position
 Commitment on given tasks with a planned way to be done in a right way and double
check before sending to required person