Description
1. Operational AdministrationCoordinate 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 CoordinationPrepare 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 AdministrationPrepare 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 CoordinationCoordinate 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 & ReportingPrepare 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 CoordinationCoordinate 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 SupportMaintain 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 SupportSupport 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 CoordinationServe 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 ImprovementIdentify 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