Jan 02, 2016
Mubadala Procurement andAdmin Achievement Report
ObjectiveBrief history
Our Tasks and Key AchievementsThe Administration DepartmentThe Administration Department
Tasks and ResponsibilitiesStrategies We Employed To Meet
Our AchievementsConclusion
Objective
The main goal of this presentation is to bring to your knowledge and
attention the achievements and accomplishments that we
obtained in the first five months of both functions Procurement and Admin operation and exhibit the effectiveness of its team leaders
in performing their tasks.
Our target is always going beyond our goal.
Brief History
It can be recalled that before the official establishment of our
Procurement Unit, it was the Offsets Group who handled all the general
services of the company, most especially in ADNIC building.
The UOG managed then all the purchasing, maintenance, cleaning,
transportation, hotel booking, insurance, warehouse management, PRO services, and all other general
services for Mubadala until the Procurement Unit was
instituted and formally launched five months ago
Though we are still in the early stage of our operation, we are proud and honored to report that the Unit has
been successful and had accomplished much of its target for the
benefits of the company and that its employees are enjoying at present
time.
We have been victorious in meeting all our proposed plans for the company’s
various offices that opens to more opportunity in doing greater jobs and
formulating further ideas that would be beneficial to Mubadala.
Achievement is the product of a solid teamwork and hard work.
Our Tasks and Key Achievements
The Procurement bears important responsibilities in the establishment of the stability of the company. The following are
the specific tasks of the Unit and the remarkable accomplishments that we
acquired .
Managing the purchasing of all office equipment
It can be remembered that in the old building it was the UAE Offsets Group who handled and provide all the purchasing and general services of the company. But now,
with the establishment of the Mubadala Development’s Procurement Unit, it is us
who handle all the purchasing functions. In accordance with this, we created
purchasing guidelines and even convene with suppliers to ensure that the needs of the company’s business units will be met
and served.
The Procurement Unit had worked on various requests of business offices in
purchasing office equipments, most especially in the new building, and made
follow ups to the suppliers for the equipments prompt delivery and assurance
of quality products.Our real target is to provide quality Service and achievement is just a product of the latter.
Managing Mubadala Development business centers
We assured that all business centers, in ADNIC and Al Mamoura, were equipped
with necessary office equipments. We had provided Mubadala business centers with
printers, photocopy machines, fax machines, bindings, lamination machines
and others. We employed also 20 contracted office boys to operate those
machines and do office services to obtain more efficient work service.
Managing Receptions
Receptionists play a very important role in the office because they are in the forefront
of meeting clients and business partners who visit the company. We had screened
and employed 13 receptionists; disseminated on each floors’ reception
area to ensure that guests will be escorted properly and their needs will be addressed
immediately. The said receptionists were contracted from First Select Company.
Meeting Rooms Booking and Services
The Procurement Unit hired a Meeting floor Supervisor whose primary responsibility is
to manage the
Achievement is not a one-man-job it’s the work of all.
orderliness and organization of the use of meeting areas and ensure that first class
service will be delivered to its users.
We have designated 22 meeting rooms and 3 training rooms at the 6th floor of Al Mamoura building. At the same time, we have also assigned 14 meeting rooms at
5th floor and 12 meeting rooms at the 8th floor of the same building.
To ensure quality service, we have
positioned 24 waiters contracted to all the mentioned meeting areas to serve coffee, tea and others to ensure that guests and other users will gain comfort while in the middle of their meetings or conferences.
For the employee lounge, we have provided buffet that serves breakfast and
coffee stations were provided in each floor of the buildings as well as free vending
machines.On the other hand, the old building is
equipped with pantries filled with kitchen supplies for employees’ needs.
We measure our achievements through the satisfaction we create not on how we make.
Managing Cleaning Services
We had delegated a total of 26 cleaners for the old and new building of Mubadala to
ensure the cleanliness and good ambience of every offices, areas and departments of
the company. These cleaners were composed of two females and 24 males
who were all contracted to Berkley Company.
Managing Transportation Leases and Contracts
We had provided five cars with drivers that were contracted to LeasePlan. One of them was assigned for finance to take
payments to the bank; the other two are for administration services; and the remaining two are assigned to be the trusted service
of the Company chiefs who uses Mercedes Benz as their service vehicle.
Managing Office Space Allocation,Furniture and Maintenance
Through the diligent maintenance personnel that we had, we successfully
dealt with proper company’s premises management, taking good care of every
equipments and furniture, and wehave done outsourcing.
Achievement is a doorway to more and better achievements.
Managing Security System
Security of all personnel of the company is one of the main priorities of the Unit.
Because of this, we are now in the process of evaluating proposals submitted by five
different security agencies for the institution of security system such as CCTV cameras
and providing security guards. We meticulously screen each proposal to
ensure that the standards and requirements of Mubadala Development
Company will be met .
Managing Mubadala Travel Desk
The Procurement Unit came up with Omeir Travel after evaluating the 5 biggest travel
agencies in Abu Dhabi. We have chosen Omeir Travel to operate the company’s
travel desk as it met Mubadala Development’s expectations and standard. We have awarded the latter with one year
contract; however they are still under evaluation if the company will extend the
contract or outsource other company to manage the job.
Dedication is our fire in achieving our goals.
Building Insurance
We have obtained the two Mubadala buildings, Al Mamoura and ADNIC, with
Property all risk insurance for the contents in the building.
Authentic achievement is not a short term advantage but it hits a long term gain.
The Administration Department
The Procurement Unit works hand in hand with various business units to achieve the company’s goals. The Admin Department
of Mubadala focuses on managing the employees and company’s personnel while
the Procurement Unit handles the corporate management and office
administration.
The Administration DepartmentTasks and Responsibilities
Health Insurance and Life Insurance Administration Department has obtained
health insurance for all Mubadala staff via Daman and life insurance with Abu Dhabi
Insurance Company.
Public Relation Officers services
The Admin dept hired two qualified Public Relation Officers to deal with the related
government departments and foreign embassies to facilitate the services
required for Mubadala employees such visas of each employee i.e. the processing
of employment visa, residence visa, visit and service visa/transit, etc.
Achievement is not the end of the any task, it’s the beginning of greater accomplishments.
The Administration Department
Tenancy Contracts with Real Estate Agencies
Mubadala Development, through the Admin Department, acknowledges the
importance of providing a healthy place of residence or accommodation for all of its
employees. Because of this, the employees who are eligible to have
housing through the company our housing officer is always ready to assist them to source flats or houses for their comfort
staying.
Travel and Temporary Hotel Accommodation
New employees or candidates are given hotel accommodation as they come to the
company for interviews. We have also rented five flats for the new joiners that
served as their temporary residence. The company is providing these privileges to assist the new joined employees in their
initial visit and stay in the country .
Water and Electricity for Employees Transfer and cancellation of accounts
maybe done also through Mubadala PRO.Achievement is the end result of the mind, body and soul working as one.
Strategies We Employed To MeetOur Achievements
Here are some strategies that we employed to come up with our significant
accomplishments:
Established close working relationship with Mubadala employees to address business
and supporting units' procurement and services needs; and applied best practices
across the organization.
Successfully assisted Mubadala move to the new offices by having full procurement functions that is operating even before the
company moves to the new building .
Built capable and professional procurement team, decentralized Procurement process
and an automated procurement practice will be implemented soon.
Developed an effective relationship with suppliers to ensure the best nomination of
service providers in order to obtain customer satisfaction.
A genuine achievement does not only benefit its initiator, its advantage should be for all.
Conclusion
In the course of five months, the newly established Procurement Unit of the
company has accomplished almost 100% of its business plans cited in our previous
presentation last January 29, 2008.The Unit has served for the benefits of
more than hundreds of employees of Mubadala and everyone is currently
enjoying the benefits of the quality service that we employed and supplied them.
In this respect, we saw also the need for more team leaders in the Unit to ensure that its quality service will advance and
mount to more effectual assistance for the benefit of the company as it keeps on
leading the international market.
We’ve hit our target and we are hungry for more!