Finance Admin Assistant - UAE National

About Us

As a leader in luxury retail in the Middle East, Al Tayer Group's retail division, Al Tayer Insignia, hosts a portfolio of some of the world’s best luxury brands in the fashion, jewellery, home and department store categories. Complementing its position in luxury retail, Al Tayer Insignia has also built new frontiers in lifestyle retail, representing leading brands in the Beauty, Home, Fashion and Hospitality sectors. Our brands include Bloomingdales, Harvey Nichols and Armani to name just a few!

About The Role

The Finance Admin Assistant will report to the Office Services executive and will be responsible to manage & provide support in formalizing vendor (business and individual) registration while ensuring strict compliance as per the agreed Procurement policies & procedures. The finance assistant will provide support to the Finance team and will also be in charge for raising purchase orders and process payments. This role will be required to liaise with the different functions to ensure financial payments across the  business, are done in a timely manner and are recorded in the most logical way for the Financial Analysts to do the reporting accordingly.

What you’ll be doing

• Receive internal purchase requisition from business units
• Coordinate with internal stakeholders to prepare a purchase order
• Issue purchase order for approval through the right workflow route
• Issue purchase orders to vendors and requestors and advise on expected delivery date
• Ensure effective, timely and efficient set-up of new vendor (business and freelancers) registration.

• Review vendor documents and ensure the provided data is accurately entered on the system.
• Follow up with finance in case of late payments
• Support the team with administrative responsibilities like signatures on documents, cash and payment forms
• Assist in analyzing the inter company, head office expenses and other overheads and ensure proper controls as compared to budgeted figures and seek proper explanation to validate them.
• Help in allocation of the common expenses to various cost centers as per predefined criteria and ensure control over common accounts.
• Provide support and response to all vendor queries, and escalate them to necessary departments for resolution.

• Identify, prioritize and compile the procurement needs of the internal stakeholders, review specifications with a view to ensuring optimal procurement in terms of cost, quality and time.
• Obtain necessary approvals and raise purchase order on the most cost effective and viable supplier and ensure

• the delivery of goods as per terms and conditions indicated on the purchase orders

• Maintain the data, records and updates regarding the different facilities and the Refurbishment / modification / enhancement projects
• Support Finance Manager to source/ screen suitable service and consumable; negotiate and administer contracts to assure compliance.
• Support managers with corporate credit card settlements.
• Managing periodic digital team’s tools payments.
• Assist the administration team with business travel requirements
• Support in liaising with the operational units to identify Forex requirements and report same to treasury department.
• Support in liaising with banks for bank guarantees, letter of credit (Import/ export) as requested by operations.