Who We Are:
GMG is a global well-being company retailing, distributing and manufacturing a portfolio of leading international and home-grown brands across sport, everyday goods, health and beauty, properties and logistics sectors. Under the ownership and management of the Baker family for over 45 years, GMG is a valued partner of choice for the world's most successful and respected brands in the well-being sector. Working across the Middle East, North Africa, and Asia, GMG has introduced more than 120 brands across 12 countries. These include notable home-grown brands such as Sun & Sand Sports, Dropkick, Supercare Pharmacy, Farm Fresh, Klassic, and international brands like Nike, Columbia, Converse, Timberland, Vans, Mama Sita's, and McCain.
Role Overview:
The incumbent will be responsible to coordination & provide administrative operational support to the Audit & Risk function. This role ensures effective documentation, follow-up, training coordination, and documentation processes for the department. The role also supports internal stakeholders by managing PR (Purchase Requisition) activities, maintaining audit and training records, scheduling training plans across verticals/sub-functions.
Key Responsibilities:
- Provide comprehensive administrative support to the Audit & Risk department to ensure smooth daily operations.
- Maintain accurate and up-to-date records, files, registers, and documentation in accordance with organizational standards.
- Facilitate the collection, distribution, and dispatch of all departmental correspondence.
- Prepare departmental reports, presentations, meeting materials, tender specifications, client quotations, vendor purchase orders, agreements, and contracts as required.
- Support communication between internal and external stakeholders, ensuring timely and professional information flow.
- Assist in tracking departmental activities, deadlines, deliverables, and follow-ups to ensure timely completion.
- Maintain structured filing systems (digital and physical) for audit, training, procurement, and compliance documentation.
- Raise Purchase Requisitions (PRs) in accordance with company procurement policies.
- Track PR approvals, progress, and delivery, coordinating with procurement and finance teams to ensure timely closure.
- Maintain an updated database of all PRs, vendor interactions, and procurement-related documentation for audit and compliance purposes.
- Coordinate training plans across verticals and sub-functions, ensuring alignment with departmental requirements.
- Schedule training sessions, workshops, and internal eventsincluding room bookings, materials preparation, and attendee coordination.
- Maintain complete and accurate training records, attendance sheets, certification logs, and compliance databases.
- Provide support in preparing monthly/quarterly training dashboards and compliance training reports.
- Organize, coordinate, and execute internal and external meetings for the Audit & Risk function.
- Prepare meeting agendas, materials, and minutes, ensuring timely distribution to relevant stakeholders.
- Track action items from meetings and follow up with responsible parties to ensure timely closure.
- Manage all meeting logistics including venue booking, equipment setup, and resource preparation.
- Manage departmental calendars using digital scheduling tools (Outlook, Teams, Google Calendar, etc.).
- Prioritize and schedule appointments, resolve conflicts, and ensure all changes are promptly communicated.
- Coordinate meeting and training schedules across departments to ensure seamless execution.
- Draft and send clear, professional invitations, communications, and announcements for meetings, trainings, and events.
- Manage attendee lists, confirmations, cancellations, and follow-ups.
- Strengthen communication effectiveness by ensuring timely escalation and follow-up on action items, deadlines, and deliverables.
- Engage with internal and external stakeholders to ensure alignment and timely execution of tasks.
- Support the planning and execution of departmental events, workshops, and internal training sessions.
- Coordinate participants, venue readiness, materials, logistics, and post-event documentation.
- Ensure all training and event-related arrangements meet departmental standards and compliance requirements.
Skills & Experience:
- Bachelors degree
- A minimum of 2 years of experience as an Administrator/ Coordinator
- Strong interpersonal and communication skills
- Strong administrative and organizational skills.
- Ability to manage multiple tasks, deadlines, and stakeholders.
- Proficiency in MS Office Suite (Excel, PowerPoint, Word).
- Familiarity with ERP/systems used for PR generation (e.g., SAP, Oracle, Ariba) is an advantage.
- Basic understanding of audit, risk management, and compliance processes.
