Business & Technical Systems Administrator at Givaudan

Job Description
Business & Technical Systems Administrator - Your future Position?

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

Responsibilities
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.

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 the laboratory staff procure samples, supplies

Canteen:

• You will oversee personnel (support staff; drivers, cleaners, security).
• You will organise and set up appointments, conferences and managing meeting rooms.
• You will manage travel arrangements for incoming and 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 liaison with the country manager / incoming traveller including Flight reservations and Hotel bookings.
• You will Arrange transportation / protocol and security.

Office Expenditure:

• You will Action office expenditure as authorized by Divisional Head together 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 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 documents are signed by Divisional Head and submitted timeously.
• You will ensure files and documentation are maintained and current.
• You will ensure the protection and security of files and records.
• You will ensure personnel files are up-to-date and secure (work together with HR South Africa) You will follow up on expat quota renewal, remittances, residence card renewal for the expats.

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 join us - and impact your world.

Job Requirements
Your professional profile includes:

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