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.
*Workwith all HGU departments and gather all technical specifications for preparing theYearly Procurement planand share it with Ops control for Budget approval .
* Working with the Procurement department to get the Technicalquotationsand validation from end user
* Issuing thepurchase requisitions of HGUaccording to the Procurement plan and following up the executionof the procurement plan as per the budget.
* Issuing thePurchase requisitionfor Yanbu H2 pipelineas per procurement plan.
* Followup to secure Purchase Order Placementand once it is shared with the Supplier followingup forMaterials delivery coordination withsuppliers.
* Gathering required documents from suppliers coordinating to issue Refinery Gate Pass issuance for Material delivery.
* After Material physical receival Working with Endusers to check materials technicalcheck if any deviation working with Procurementdepartmentfor correction.
*Preparing the Change Order forms input all the required budgetinformationfor the POs which required Management approvals.
2.HGU Capex Projects:
* Working with the Department Managers to prepare the Yearly Capex Plan.
* Issuing theCAPEX PRs as per approved Yealy Normal Investment file.
* Working with the Procurement team to provide necessaryinformationto Operation Controller such as Final quotation and TCO to get approval forCapital Expenditure request (CER).
*Once the CER approvedworkwith the Finance department to issueFixed Asset cardsto issue CAPEX PRs.
* Once the CAPEX project completes prepare theJobCompletion Certificateand share it with Ops Control and Financefor the Depreciation process.
* Maintaining the Master file for all the HGU Capex projects.
3.Budgeting :
* Providing Historical data to Maintenance and Safety Preparing theTarget Yearly budget fileRF1RF2RF3and RF4 for HGU.
* Issuing theMonthly Expenses consumption reports of Maintenance and Safety and H2 Pipelineshare it with Operation Controller to Confirm no budget deviation and effect P&L account.
* BookingAccruals with Operation Controller as per enduserJobrequirement tracking all the expenses and releasing accruals once theJobcompetes .
4.Invoices Clearance (Finance Dept):
* Issuing theGoods Receival in the Navision and sharingGRN reportsto Supplier and Focal person to Supplier and Finance to Clear the payments.
* Issuing monthly fixed annual agreementGRNs in a timelymanner to avoid any service interruption.
5.Warehouse Management:
* Maintaining theHGU Catalyst Master fileupdate Process department timely availability of Catalyst in the warehouse.
* Once the Catalystchanged updating the Finance department to do the depreciation process with JCC forms
* Maintaining the HGUwarehouse Mater filereflects all theMaterials from Navision and timely updates all the Spares receivals in the Materials in Log.
* Working with Procurement to provide necessary data to issuenew 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.
6.HGU Administrativework:
*Services required External vendorsworkwith 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.
* SchedulingHGU 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 .