• Administrative Assistant Procurement (100%)

  Posted Date2 weeks ago(8/30/2019 9:18 AM)
  

  
  

  
  Job Code
  

  
  

  
  2019-4454
  

  
  

  
  

  
  

  
  Country
  

  
  

  
  Switzerland
  

  
  

  
  

  
  

  
  Function
  

  
  

  
  Procurement
  

  
  

  
  

  
  

  
  City
  

  
  

  
  Holderbank
  

  
  

  
  

  
  

  
  # of Openings
  

  
  

  
  1
  

  
  

Overview

No agencies can be considered for this job posting.

 

Support the Department Heads reporting to the Group CPO, located in Holderbank and Lyon, by providing appropriate procurement team administrative support and procurement support. Ensure proper coordination of information and activities.

Responsibilities

• Administrative support: Support filing and maintenance of documents (physical storage and electronic storage in contract management database, Google drive, Intranet); Ensure appropriate and tidy office / working environment (manage office supply, meeting room booking, refreshments, smooth running of office equipment etc.); SAP & administration: support administrative processes; ensure compliance with already established processes and procedures (expense reports, checking and coding of received invoices); Create and manage user requests to access IT tools (IAM requests)


• Support organization of travels and events: organize trips involving complex logistics management and/or significant materials (incl. visa requests) and prepare the “routes”; Prepare and ensure the logistics of seminars, events, training, organized by the team, ensuring all materials, meals, accommodation, registration & administrative aspects, support to participants, are taken care of


• Support web portal activities including upload and maintenance of web pages


• Support meeting organization: Organise conference calls and webinars (exp: Network of experts meetings, Global/Country coordination meetings, etc.). Monitor answers and attendance (incl. sending reminders when required). Send documentations and reports to participants; Systematically draft minutes and reports after participation in team meetings


• Procurement specific support: Prepare and monitor the budget by identifying all the needs from the information provided and validated by the Department Heads (s) for specific projects / activities / events, Ad-hoc participation in specific category team meetings and other specific supplier meetings; Category internal data collection with Countries (using Excel sheets, Google Forms, etc.) and external data collection with Suppliers (search contact information); Support creation, preparation and distribution of Procurement communications (news, briefs, etc.); Follow specific files/projects related to contract management (signature, archiving of contracts, archiving of claims)


• On-boarding: On-boarding new employees; Organize induction activities for new Procurement team members (incl. new comers from other Countries visiting the HQ): set up program, appointments, plant visits, etc.

Education/Qualifications

• Preferred a Degree of Commercial Business School

Experience

• At least 2 years of practical experience in a similar position


• Overall min 5 years of professional experience

Knowledge & Skills

• Excellent MS Office knowledge, Excellent Google suite knowledge and skills (Intranet platform, Google Slides),SAP skills advantageous


• Basic Excel & Google Sheets skills (ability to perform simple excel data consolidation, simple analysis, charts)


• Highly effective time management, planning and organization skills and the ability to manage multiple tasks and set priorities. Ability to drive tasks to completion


• Strong customer focus and sensitive to multiple foreign cultures and interact with people of different nationalities at all levels

Language Requirements

Excellent oral and written communication skills in German and English. Additional French fluency is highly appreciated.

Local / International

Local Employment

Travel Requirements

N/A

Options

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