مطلوب سكرتير لدى نستلة في المنامة ,البحرين
Secretary
About the job
Position Snapshot:
Position Title: Secretary
Location: Bahrain
Full-time
A day in the life..
Assisting the General Business Manager:
- Responsible for General Business Manager Office: assets, supplies, files & documents, mail, faxes, incoming external calls, subscription newsletters, newspapers and magazines.
- Booking & reservation which are related to the General Business Manager (internal & external business visits, trainings, meetings)
- May attend meetings under direction of General Business Manager to assist with the administrative detail “Minutes” if required.
- Handling & wrapping yearly gifts, sending & receiving all correspondences related to the same, for VIP stakeholders along with sending greeting cards (in alignment with MENA CEO’s office)
- Typing official docs & letters in English (whenever required)
- Consolidate monthly commercial reports, key highlights, proud moments and follow-up with internal stakeholders to submit to HO.
- Liaison between General Business Manager and Official institutions whenever required.
- Handling all incoming & outgoing PR gifts & cards, sending & receiving all correspondences related to the same, for VIP Customers, Suppliers & Official Bodies.
- Consolidate all slides for Info session quarterly.
- Support in planning the CEO visit, coordinates all preparations to ensure smooth and well-planned market visit is executed.
- Monthly reminder for stakeholders on MOR key action points achievement.
- Keep in file all the documents signed by the General Business Manager (BDA, Service agreement, ministry letters. Etc.)
- Scan BDA & upload in sales team room; (notify Sales Support any new uploads)
As local Operational Buyer & CIU role
- Converting purchase requisitions into purchase orders, using contracts or price lists negotiated by strategic buyers or A&P promotional offers (whenever applicable);
- Monitor timely confirmation of purchase orders (when required);
- Monitor the balance to deliver and the comparison of the GR (Good Receipt) / IR (Invoice Receipt) Amend PO created are per actual GR ad actual invoice amount. Scan all accounts payable invoices and monitor if NBS has index them accordingly.
- Closely monitor scan log if invoices are parked/blocked.
- Resolve issues of all blocked and parked invoices with responsible stakeholders.
- Be the company’s Goods & Services Receiver in the above mentioned areas.
- Release ticket in Accounts Payable request manager portal for NBS index team timely payment of suppliers’/vendors’ non PO invoices.
Travel Coordination:
- Guardian of the T&E Policy (in Concur): ensure adherance, implementation & use or proper docs & communication.
- Arranging hotel room bookings for all internal & external NBT visitors.
- Arranging hotel venue bookings for meetings, trainings & conferences.
- Supports in reservations of air tickets and hotel rooms for travelling NBT employees for business visits or trainings (whenever required)
- Coordinate VIP visitors’ agendas: hotel reservations, transportation, dining, documentations, etc.
General Services & Safety @ Work:
- Coordinate with relevant stakeholders on overseeing property management services including: maintenance of building and mechanical systems, janitorial service, indoor gardening services and supplies that requires the highest level of service delivery.
- Oversee daily operations of offices in all areas of workplace services including reception, meeting rooms security, mail, courier, stores and catering (when needed).
- Accountable for ordering office supplies, pantry, cleaning materials supplies and any other supplies to the offices.
- Ensures visitors are directed to the relevant person they require to meet.
- Meeting room administration, bookings and coordination.
- Managing internal communication via email or teams meeting (whenever required)
- Provide support and follow up for the employees to ensure any employee relation issues are resolved.
- Maintain the safety system in accordance with company safety policy and procedures.
At the Reception
- Receive and direct company visitors as per the set procedure.
- Network between all departments on administration requirements and other inquiries.
- Organize meetings for visitors and callers while projecting a professional image.
- Maintain the safety system in accordance with company safety policy and procedures.
- Ensure strict adherence and compliance on all activities undertaken, including those taking place on trade, to the WHO International Code of Marketing of Breast-Milk substitutes and Nestlé Instructions and local country codes. Ensure as well compliance with Nestlé’s strictest requirements that Nestlé marketing and sales personnel will not seek contact with, or give advice to pregnant women, or mothers of infants and young children regarding Infant Formula in their business capacity.
What will make you successful?
- University Degree with minimum 2-3 years experience in adminstrative work or support services
- Fluent in English & Arabic
We are Nestlé, the largest food and beverage company. We are 308,000 employees strong driven by the purpose of enhancing the quality of life and contributing to a healthier future. Our values are rooted in respect: respect for ourselves, respect for others, respect for diversity and respect for our future. With more than CHF 91.4 billion sales in 2018, we have an expansive presence with 413 factories in more than 85 countries. We believe our people are our most important asset, so we’ll offer you a dynamic inclusive international working environment with many opportunities across different businesses, functions and geographies, working with diverse teams and cultures. Want to learn more? Visit us at www.nestle.com.
