东莞招聘

POSITIONTITLE:             AdministrativeAssistant

GROUPAND LEVEL:        CTC-02

DIRECTORATE/DIVISION:    International

REPORTSTO:                    RegionalManaging Director – Core Markets

UPDATED:                          December 2015

JOBSUMMARY

Managementand coordination of day to day operations for the RMD involving the planningand organization of the Office of the RMD; developing, overseeing andimplementing control processes to ensure adequate follow-up of operationalactivities; and making recommendations to the RMD on high-profile and sensitiveissues.  Focused corporate management ofinitiatives; network development, communications links and relationshipmanagement for the RMD and other managers in the Beijing regional hub team.Provides support to the Finance officer with regards to the operational andprogram budget.

CORERESPONSIBILITIES

Providesadministrative and project support services for the core markets and the RMD,and plans and implements administrative functions.

Manages andcoordinates the day-to-day operational needs of the RMD; conductsanalysis of requests for services, applying established procedures andidentifies courses of action to be taken that may require some adaptation ofapproach/methods.

Reviews documents and correspondence; provides qualityassurance; and prepares and edits administrative products and reports.

Providessupport to the Finance officer with regards to the operational and programbudget, including setting up new suppliers, invoice entries, scanning documentsand matching receipts to the credit card statements.

Manages the delivery of administrative services to theRMD and related programs. Specifically:

• Provides executive support to the RMD and general admin support for regional hub team
• HR administration e.g. Time & attendance tracking for team and reconciliation of leave records to central vacation diary. Responsible for submission of leave reconciliations/reports to PDU.
• Manages travel logistics and travel authorizations, agendas/schedules and prepares related documents for HQ visitors if required
• Manages all partnering agreements to ensure compliance with procurement policies
• Provides support to Finance Officer on accounts payable by liaising with suppliers and by verifying invoice information
• Co-ordinates all training requests and approvals, liaises with Finance Officer for budget availability/value for money
• Provides effective Meet & Greet services to office visitors.
• Manages Boardroom and Meeting room diaries and sets up meeting rooms with refreshments
• Manages the coordination of committees and industry meetings, taking minutes and co-ordination of reports and action items.
• Distribution of office incoming and outgoing mail, including logistics, deliveries etc.

·        Produces travelexpenses claims and other expense claims following policies.

·        Controls, facilitates and organizesadministrative contracts; and consults with contractors/ suppliers.

·        Identifies sources of information,researching background material, undertaking preliminary analyses of issues,and prepares correspondence, briefing materials and/or drafting reports andpresentations

·        Plans,coordinates and facilitates industry events such as Showcase Canada.

·        Plans, co-ordinates and conducts specialprojects, and prepares related reports.

·        Prepares avariety of documents and reports using Microsoft Office Suite at an advancedlevel (including Outlook, Word, Excel and PowerPoint)

 KNOWLEDGE

• Knowledge of SAP or related business software
• Knowledge of administrative procedures in the areas of administration, HR, procurement and contracting
• Knowledge of methods and practices used in records management and maintaining filing systems
• Knowledge of travel policies, directives and guidelines
• Knowledge of travel industry trends and resources
• Knowledge of RACI and Project Management

 ABILITES, SKILLS AND COMPETENCIES 

• Ability to establish priorities and multi-task
• Ability to take initiative within scope of role
• Ability to communicate effectively
• Numeracy
• Ability to analyze and interpret
• Excellent user skills in entire MS Office Suite
• Detail-oriented
• Ability to support multiple team members
• Respectful and discreet (ability to deal with confidential items when required).
• Service oriented
• Ability to organize meetings
• Ability to resolve problems
• Ability to provide advice
• Complete finisher (sees the task through to completion)
• Well organised

      

EXPERIENCE

• Experience in providing administrative support to multiple internal customers simultaneously
• Experience planning and coordinating events 
• Experience in coordinating travel arrangements
• Experience in monitoring and processing invoices, contracts and expense claims
• Experience preparing and editing information products and reports
• Experience in the tourism industry is an asset

  EDUCATION 

Degree from a recognized university in businessadministration, marketing or communications or an acceptable combination ofeducation, training and experience.  Training or education in administration would be anasset.

       FESCO，中国人力资源行业创始者，中国500强企业。为全球在华万余客户提供全方位人力资源解决方案,包括人事福利外包、招聘测评、外籍人服务、专业外包、专业咨询等。
    北京外企服务集团有限责任公司（FESCO）成立于1979年，是我国人力资源服务行业具有开创意义的***家企业。经过近40年发展，外企集团已经发展成为一个以人力资源外包服务为主，涉及旅游会展、文化传媒、房地产物业等相关领域的企业集团。