HGU & Admin Material Coordinator

HGU & Admin Material Coordinator page is loaded

HGU & Admin Material Coordinator

Apply locations Saudi Arabia, Yanbu

Time type : Full time

Posted on : Posted Yesterday

Job requisition id : R

How will you CONTRIBUTE and GROW?

The HGU Purchasing and Administrative Coordinator will oversee the procurement and budgeting processes for HGU, ensuring efficient management of resources and compliance with financial regulations. The role involves collaborating with various departments to develop and implement the Yearly Procurement and Capex Plans, issuing purchase requisitions, and coordinating with suppliers for timely material delivery. Key responsibilities include preparing and maintaining budget files, tracking expenses, and generating monthly consumption reports to prevent deviations.

The coordinator will also manage invoices, ensure warehouse inventory is accurately recorded, and conduct internal audits. Additionally, the position requires facilitating administrative tasks such as vendor management, safety orientations, and vehicle maintenance scheduling. This role is critical in supporting operational efficiency and financial accountability within the organization.

Key Responsibilities

• HGU Purchasing :
• Work with all HGU departments and gather all technical specifications for preparing the Yearly Procurement plan and share it with Ops control for Budget approval.
• Work with the Procurement department to get the Technical quotations and validation from the end user.
• Issuing the purchase requisitions of HGU according to the Procurement plan and following up the execution of the procurement plan as per the budget.
• Issuing the Purchase requisition for Yanbu H2 pipeline as per procurement plan.
• Follow up to secure Purchase Order Placement and once it is shared with the Supplier, follow up for Materials delivery coordination with suppliers .
• Gathering required documents from suppliers coordinating to issue Refinery Gate Pass issuance for Material delivery.
• After Material physical receipt, work with End users to check materials technical check; if any deviation, work with Procurement department for correction.
• Preparing the Change Order forms input all the required budget information for the POs which require Management approvals.
• HGU Capex Projects :
• Working with the Department Managers to prepare the Yearly Capex Plan.
• Issuing the CAPEX PRs as per approved Yearly Normal Investment file .
• Working with the Procurement team to provide necessary information to Operation Controller such as Final quotation and TCO to get approval for Capital Expenditure request (CER).
• Once the CER approved, work with the Finance department to issue Fixed Asset cards to issue CAPEX PRs.
• Once the CAPEX project completes, prepare the Job Completion Certificate and share it with Ops Control and Finance for the Depreciation process.
• Maintaining the Master file for all the HGU Capex projects.
• Budgeting :
• Providing Historical data to Maintenance and Safety Preparing the Target Yearly budget file, RF1, RF2, RF3, and RF4 for HGU.
• Issuing the Monthly Expenses consumption reports of Maintenance and Safety and H2 Pipeline and share it with Operation Controller to confirm no budget deviation and effect P&L account.
• Booking Accruals with Operation Controller as per end user Job requirement tracking all the expenses and releasing accruals once the Job completes.
• Invoices Clearance (Finance Dept) :
• Issuing the Goods Receipt in the Navision and sharing GRN reports to Supplier and Focal person to Supplier and Finance to Clear the payments.
• Issuing monthly fixed annual agreement GRNs in a timely manner to avoid any service interruption.
• Warehouse Management :
• Maintaining the HGU Catalyst Master file and update Process department timely availability of Catalyst in the warehouse.
• Once the Catalyst changed, updating the Finance department to do the depreciation process with JCC forms.
• Maintaining the HGU warehouse Master file reflects all the Materials from Navision and timely updates all the Spares receivals in the Materials in Log.
• Working with Procurement to provide necessary data to issue new Spare Part cards.
• Reporting Net Monthly inventory Movement warehouse expenses to the Operation Control to avoid any effect on P&L account.
• Preparing required scenarios and Conducting internal warehouse Audits.
• Preparing all the requirements and issuing final HGU warehouse list with bin Codes for Yearly Warehouse Audit with the Finance department.
• HGU Administrative work :
• Services required External vendors work with vendors to gather the required documents and share with HR for Visa processing.
• Conducting Safety Orientation for visitors / vendors assisting the HSE Manager.
• Issue Monthly OT timesheets for all the HGU employees to the HRs.
• Scheduling HGU Vehicle Maintenance in a timely manner as required.
• Working with GRO to renew the HGU Vehicle access in a timely manner providing necessary documents and vehicle inspections.

Are you a MATCH?

Education : Supply Chain Management, Business Administration or equivalent

Work experience : 3-5 years

Language : English

Our Differences make our Performance

At Air Liquide, we are committed to building a diverse and inclusive workplace that embraces the diversity of our employees, customers, patients, community stakeholders, and cultures across the world.

We welcome and consider applications from all qualified applicants, regardless of their background. We strongly believe a diverse organization opens up opportunities for people to express their talent, both individually and collectively and it helps foster our ability to innovate by living our fundamentals, acting for our success, and creating an engaging environment in a changing world.

About Us

A world leader in gases, technologies, and services for Industry and Health.

Through the passion and diversity of its people, Air Liquide leverages energy and environment transition, changes in healthcare and digitization, and delivers greater value to all its stakeholders.

Join us for a stimulating experience : you’ll find a world of learning and development opportunities where inventiveness is at the heart of what we do, in an open, collaborative, and respectful environment.

Discover what your professional journey at Air Liquide could be here!

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