Business & Systems Administrator at Givaudan

Summary

• As a member of our Commercial Team you will manage the daily runnings of the Taste & Wellbeing andFragrance and Beauty administration.

In this role you will
General administration support to Divisional Head:

• You will manage the diary of the Country Manager and visitors. You will follow up, receipt, signature byDivisional Head and submission of contracts. You will take minutes of meetings.
• Implement administrative systems and support office operations and procedures
• You will manage the Water treatment plant & maintenance thereof and monthly water sampling.
• You will manage the fleet cars - maintenance,insurance, license, fuel follow up on maintenance contracts or building.You will follow up on suppliers, purchases, check stock and anticipate needed supply.You will assist thelaboratory staff procure samples, supplies.

Canteen:

• You will oversee personnel (support staff; drivers, cleaners, security). You will organise and set upappointments, conferences and managing meetingrooms. You will manage travel arrangements for incomingand outgoing personnel. You will draft and request Invitation letters where applicable.

Travel:

• You will negotiate hotel rates and manage hotel reservations. You will draft Travel plans / programs in liaisonwith the country manager / incomingtraveller including Flight reservations and Hotel bookings. You willArrange transportation/protocol and security.

Office Expenditure:

• You will Action office expenditure as authorized by Divisional Head together with Financial Controller. Youwill record office expenditure with financialcontroller, accountant, tax controller and bankers)
• You will manage the invoice register (verify, reconcile invoices with vendors/suppliers).
• You will manage thepettycash.You will process Concur claims and follow up on payments.

Bank:

• You will communicate with the bank to open travel accounts and follow up on refund of travel advances.
• You will ensure all state and federal documentsare signed by Divisional Head and submitted timeously.
• You will ensure files and documentation are maintained and current. You will ensure the protectionand security offiles and records. You will ensure personnel files are up-to-date and secure (work together with HR SouthAfrica) You will follow up on expatquota renewal, remittances, residence card renewal for the expats.

Your professional profile includes

• Grade 12/Equivalent
• 3+ years administrative experience
• Good communication
• Computer literacy, accuracy and proficiency
• Strong process management skills
• Ability to work under pressure