Administrator – Al Faya Project

1. Operational Administration • Coordinate daily administrative activities for the apiary, honey factory, laboratory, and warehouse. • Support the Plant Manager and Apiay lead and team in implementing operational plans and priorities. • Monitor completion of operational tasks and follow up with relevant departments. • Organize meetings, prepare agendas, record minutes, and track action items. • Maintain project calendars and operational schedules. 2. Procurement & Inventory Coordination • Prepare the list of Purchase Requisitions (PRs) for operational requirements to the storekeeper. • Follow up Purchase Orders (POs) with storekeeper and Procurement. • Coordinate delivery schedules with suppliers. • Monitor stock availability with the Storekeeper. • Ensure timely procurement of beekeeping equipment, laboratory consumables, packaging materials, PPE, and factory supplies. • Assist in annual budget planning for operational requirements. 3. Financial Administration • Prepare payment requests and supplier documentation. • Process petty cash requests and expense claims. • Track operational expenditures against approved budgets. • Coordinate invoice verification and payment processing with Finance. • Prepare monthly expenditure reports. 4. Human Resources Coordination • Coordinate recruitment requests and onboarding activities. • Monitor attendance, leave, overtime, and shift schedules. • Coordinate staff accommodation, transportation, uniforms, and PPE. • Arrange internal and external training programs. • Maintain employee records related to the project. 5. Documentation & Reporting • Prepare weekly and monthly operational reports. • Consolidate production, honey harvesting, processing, laboratory, maintenance, and sales reports. • Maintain document control for SOPs, work instructions, and operational records. • Maintain filing systems for regulatory and certification documents. • Prepare management presentations and dashboards. 6. Logistics Coordination • Coordinate transportation of beehives during seasonal migration. • Coordinate logistics for honey deliveries, packaging materials, laboratory samples, and equipment. • Support dispatch planning with the Commercial and Logistics teams. • Arrange transportation for employees when required. 7. Certification & Compliance Support • Maintain documentation required for UAE Organic and EU Organic certifications. • Support HACCP, GMP, ISO 22000, and food safety documentation. • Coordinate documentation for regulatory inspections and external audits. • Ensure records are complete, accurate, and readily available during audits. 8. Project & Administrative Support • Support implementation of new projects and operational improvements. • Coordinate contractor visits and maintenance schedules. • Track project milestones and follow up on assigned actions. • Assist in preparing operational budgets and annual manpower plans. 9. Communication & Stakeholder Coordination • Serve as the primary administrative contact between the Al Faya Project and corporate departments. • Coordinate communication with suppliers, contractors, and external service providers. • Support preparation of official correspondence and reports. • Ensure timely dissemination of operational information. 10. Continuous Improvement • Identify opportunities to improve administrative processes. • Recommend digital solutions to enhance operational efficiency. • Support implementation of process improvements and automation initiatives. • Promote effective document management and workflow efficiency Role Requirements • Bachelor's Degree in Business Administration, Agribusiness, Agriculture, Supply Chain Management, or a related field. • Minimum 3–5 years of experience in administration, operations coordination, or project administration. • Experience in agriculture, food production, manufacturing, or industrial operations is preferred. • Knowledge of procurement, budgeting, inventory management, and logistics. • Strong organizational, communication, and problem-solving skills. • Proficiency in Microsoft Office applications and ERP systems.