Business & Technical Systems Administrator at Givaudan

Location: Nigeria

Responsibilities
As a member of our Commercial Team you will manage the day-to-day runnings of the Flavour and Fragrance 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 by Divisional Head and submission of contracts.  You will take minutes of meetings when required.

Implement administrative systems and support office operations and procedures:

• You will be responsible for 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 the laboratory staff procure samples, supplies etc.

Canteen:

• You will supervise personnel (support staff; drivers, cleaners, security).  You will organise and set up appointments, conferences and managing meeting rooms.  You will be responsible for travel arrangements for incoming and outgoing personnel.  You will be required to draft and or request Invitation letters where applicable.

Travel:

• You will negotiating hotel rates and manage hotel reservations.  You will draft Travel plans / programs in liaison with the country manager / incoming traveller including Flight reservations and Hotel bookings. You will Arrange transportation/protocol and / or security when necessary.

Office Expenditure:

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

Bank:

• You will liaise with the bank to open travel accounts and follow up on refund of travel advances. 
• You will ensure all state and federal documents are signed by Divisional Head and submitted timeously. 
• You will ensure files and documentation are maintained and current at all times.
• You will ensure the protection and security of files and records. 
• You will ensure personnel files are up to date and secure (work in conjunction with HR South Africa) 
• You will follow up on ex-pat quota renewal, remittances, residence card renewal for the ex-pats.

You?

• Are you someone who wants to grow and shape your own world? Who thrives being in a culture where you can express yourself in a creative team environment? Who wants to collaborate and team together with teams who are passionate as you are? Then come join us - and impact your world.

Requirements
Your professional profile includes:

• Grade 12 / equivalent
• 1-2 years administrative experience
• Good communication
• Computer literacy, accuracy and proficiency
• Strong process management skills
• Ability to work under pressure