Supply Chain Management Personal Assistant Specialist

Job Title Supply Chain Management Personal Assistant Specialist
Sector Supply Chain
Department Procurement
Report To Senior Chief Supply Chain Management Officer
Main Job Purpose:
The primary objective of this role is to provide comprehensive administrative and analytical support to the
Supply Chain Management division. This role involves preparing performance reports, analyzing operational
data, tracking and resolving internal issues, managing the Procurement Echo system, and responding to
external stakeholder inquiries, while ensuring the efficient execution of all administrative functions.
Duties & Responsibilities:
1. Prepare and submit monthly, quarterly, and annual SCM performance reports to support strategic
planning and performance evaluation.
2. Collect and analyze KPIs and operational data from all SCM units to identify trends and inform
improvement initiatives.
3. Highlight performance trends, bottlenecks, and areas for improvement to guide operational
enhancements.
4. Support data-driven decision-making by delivering actionable insights and dashboards to the Senior
CSCMO.
5. Maintain a centralized tracker of all SCM-related issues to ensure timely follow-up and resolution,
improving accountability.
6. Coordinate with internal teams to gather updates on open issues and escalate delays to ensure
timely resolution.
7. Generate weekly and monthly issue tracking summaries to provide management with visibility into
operational challenges and progress.
8. Access and monitor the Procurement Echo platform daily to track tickets and concerns raised across
SCM functions, ensuring responsiveness.
9. Ensure all system-generated tickets are addressed or escalated within defined timelines to maintain
service standards.
10. Log system feedback, resolutions, and follow-ups accurately to support audit readiness and
continuous improvement.
11. Serve as the first point of contact for external stakeholders (e.g., vendors, partners) regarding
administrative or follow-up concerns, ensuring professional engagement.
12. Respond to stakeholder queries promptly and professionally to maintain strong relationships and
service quality.
13. Maintain communication logs and track stakeholder issues to closure to ensure transparency and
accountability.
14. Handle all administrative duties for the SCM Division, including calendar management, meeting
coordination, minutes of meetings (MoMs), document filing, and logistical support to ensure smooth
operations.
15. Support internal audit preparations, compliance checks, and document archiving to meet regulatory
and organizational standards.
Behavioral Competencies:
1. Communication: Conveys information clearly and professionally in both verbal and written formats
when interacting with internal teams and external stakeholders.
2. Collaboration: Works effectively with cross-functional teams to coordinate updates, resolve issues,
and ensure smooth workflow across SCM functions.
3. Attention to Detail: Ensures accuracy in data collection, reporting, and documentation to maintain
high-quality outputs and avoid errors.
4. Problem Solving: Identifies challenges, analyzes root causes, and implements effective solutions to
enhance brand performance and operational efficiency.
5. Getting Things Done: Demonstrates a strong execution mindset by completing tasks efficiently and
meeting deadlines consistently
6. Proactivity & Initiative Taking: Anticipates needs and takes action without waiting for direction;
actively seeks opportunities to enhance engagement and content quality.
Technical Competencies:
1. Data Analysis & Reporting: Ability to collect, analyze, and interpret operational data and KPIs using
tools like Excel, Power BI, or similar platforms to generate performance reports and dashboards.
2. Procurement System Management: Skilled in accessing, monitoring, and managing procurement
platforms (e.g., Procurement Echo) to track tickets, log feedback, and ensure system-generated
concerns are addressed.
3. Administrative Operations: Competence in handling administrative tasks such as calendar
management, meeting coordination, minute-taking, and document filing using standard office
software (e.g., MS Office Suite).
4. Calendar & Meeting Management Tools: Skilled in using tools like Microsoft Outlook, Google
Calendar, or Teams to schedule meetings, manage calendars, and coordinate logistics.
5. Minutes of Meeting (MoM) Documentation: Ability to accurately capture, format, and distribute
meeting minutes, ensuring clarity and follow-up on action items.
6. Workflow & Task Management Tools: Familiarity with platforms like Trello, Asana, or Microsoft
Planner to track tasks, deadlines, and team collaboration.
Qualifications:
Education A bachelor’s degree in Business Administration, Supply Chain Management, Logistics, or a
related field.
Experience
• 0-1 year of experience in administrative support roles, preferably within supply chain,
procurement, or logistics functions.
• Proven experience in data reporting, issue tracking, and stakeholder coordination.
Certificates Certification in Supply Chain or Procurement Systems (e.g., SAP, Oracle, Coupa) is
preferred.
Language Fluency in English Language (Written & Spoken).