Operation Executive （Supply Chain & Export）

Job Objective To provide effective sales coordination and administrative support for export and e-commerce operations, ensuring smooth order processing, accurate documentation, timely customer communication, and coordination with internal teams to support sales targets and customer satisfaction.Key Responsibilities/Duties Key Responsibilities1. Purchase Planning & ProcurementPlan international purchases based on sales/operations forecasts, inventory levels and supplier lead times.Maintain the planning file, purchasing records, shipment tracking and ERP/Oracle transactions accurately and on time.Review forecasts and identify over- or under-forecasting to prevent stock shortages and excess inventory.Coordinate purchase orders with international suppliers, ensuring product availability, order confirmation and timely shipment.Follow up with suppliers on order status, production, availability and required shipping documents.2. Product Registration & Government ComplianceManage Dubai Municipality product registrations, including new registrations, document submission, system uploads, approvals and renewals.Ensure compliance with Dubai Municipality, Customs, Chamber of Commerce, Excise and other government requirements.Coordinate required invoices, certificates, licenses and regulatory documents and ensure they are complete and submitted on time.3. Import & Shipment CoordinationCoordinate international shipments with suppliers, freight forwarders and 3PL partners from dispatch through customs clearance and warehouse delivery.Monitor shipment status, resolve documentation or clearance issues and ensure timely product availability.Prepare and verify shipping documents and maintain accurate shipment records.Calculate and maintain accurate landed costs for imported products.4. Inventory & Warehouse CoordinationCoordinate inbound shipment priorities based on stock requirements, promotions and business priorities.Ensure timely invoice and return bookings and maintain inventory/system accuracy.Coordinate physical and system returns with the warehouse and relevant teams.Support efficient warehouse and pallet utilization.5. Export Coordination – GCCCoordinate and manage exports to Saudi Arabia, Qatar, Bahrain and Oman, including receiving customer POs, confirming product availability and coordinating order fulfillment.Prepare and follow up on commercial invoices, Certificates of Origin, export documents, licenses/certificates and required attestations.Coordinate with customers, suppliers, freight forwarders and 3PL partners to ensure smooth customs clearance and delivery.Track export shipments through final delivery and ensure all required documentation is completed and properly filed.6. Systems, Planning & ReportingMaintain accurate planning files, purchasing records, shipment tracking and ERP/Oracle transactions.Prepare purchasing, inventory and shipment reports and highlight potential supply risks or delays.Ensure timely and accurate system transactions, documentation and records.7. Supplier & Stakeholder CoordinationMaintain strong communication with customers, suppliers, freight forwarders, 3PL partners, warehouse and internal departments.Monitor supplier and logistics partner performance and escalate delays or service issues when required.Identify opportunities to improve supply chain efficiency, reduce costs and improve service levels.Ability & Skills Strong knowledge of supply chain management Excellent English written and verbal communication skills, Arabic is an advantage Proven history of developing effective inventory management policies Strong leadership, analytical, interpersonal and organizational skills.Knowledge of sourcing and procurement techniques as well as a dexterity in understanding the marketAptitude in decision-making and working with numbersExperience in collecting and analyzing dataSolid judgement along with decision making skills.Proficiency in MS Office (MS Excel and MS PowerPoint, in particular),Experience in ERP/Oracle etc.Must Possess UAE Driving LicenseExperience A minimum of 5+ years professional experience in similar industry-Pharmaceutical/medical device/FMCG/Transportation /Construction Machineries etc. Trading environment . Academic Qualifications Bachelor’s Degree in supply chain management/Accounting/Logistics/ Business Administration.Accountabilities and Performance Measures Prepare Report & Cost analysis Professional negotiation strategies and close deals with optimal terms.Perform cost and scenario analysis, and benchmarking.