Executive Assistant - (TEMPORARY ASSIGNMENT)

SUMMARY:
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POSITION INFO:

Duties:

Charitable Contributions

Execute the CSR Strategy for the market, in partnership with the Director External Affairs

• Identifying Charitable Activities
• Provide Support to the Grantee Organizations and ensure compliance with the company’s Policies
• Monitoring of Grants on the Grant Management System through regular communication with the Grantee Organizations
• Provide Feedback Reports to the business on Grant Status

Events and Conferences

Provide the following services to the External Affairs Department, including Legal and Head of Communication, Managing Director, P&C Director and Director Finance

• Coordinate and administrate arrangements for a variety of events and conferences, internal and external
• Making travel and accommodation arrangements etc. to maximise the success of the event/ conference in achieving its objectives

Travel & Expenses

Provide the following services to the External Affairs Department, including Legal and Head of Communication, Managing Director, P&C Director, and Director Finance

• Organise travel, accommodation, VISAS, etc. and related arrangements in a cost-effective and timely manner, as requested, including complex itineraries, venues, to make most efficient use of Management time
• Complete expense claims on behalf of these Directors on their return from travel promptly, ensuring that the expenses reconcile to their corporate credit card and in compliance with the relevant company policies.

Budget Management and Procurement

Provide the following services to the External Affairs Department, Legal, Communication, and Managing Director

• Responsible for the purchase requisition and payment processes of ensuring that goods or services are procured and are processed for payment on time. This includes functions such as:
  • Vendor Management and communication with vendors
  • Exception Handling
  • Purchase Orders and Advance payments
  • Invoice codification and good receipts
  • Account Reconciliations
• Maintaining and monitoring annual budgets, ensuring efficient usage of funds, and avoid over-spending. This includes:
  • Participation in Organizations (Memberships)
  • Entertainment to Government Officials
  • Gifts to Government Officials
  • Political Contributions

Conduct Due Diligence on Consultants and other 14C requests as per the requirements under the 14 C policy

Provide the following services to the External Affairs Department, Legal, Communication, and Managing Director

• As RIM Delegate acquires, uses, and promotes know-how on the Global Retention Schedule, ensuring that records for the functions are accurately processed, pursue zero physical records outside the Global Retention Schedule. Avoid absolute legacy content on Intranet and shared spaces.
• Responsible for the Global Governance Reporting System (GGRS) input, which includes Due Diligence on the various Organisations, their board members etc. The following reports fall under GGRS:
  • Participation in Organizations (Memberships)
  • Entertainment to Government Officials
  • Gifts to Government Officials
  • Political Contributions
• Conduct Due Diligence on Consultants and other 14 C requests as per the requirements under the 14 C policy
  • Arrange 14 C Training and ensure that all registers are uploaded and updated
• Assist Departments with the renewal or new Consultancy Agreements etc. and ensure that it gets accurately captured on the Contract Management System (CMA).
• Facilitate the Internal Controls and Corporate Audits for the Departments by ensuring accurate record-keeping of contracts on CMA, Training Registers etc. and provide the documents to the Audit team in a timely manner as and when requested.

General Administration and Meeting Management

• Provide general administrative assistance to the Director External Affairs and RRP, Legal Counsel, Head of Communication, Director Finance, P&C Director and Managing Director. This includes diary and meeting management, minute taking, etc.

Skills:

Required:

• SAP
• MS Office (Advance proficiency in MS Word, MS Excel, MS PowerPoint, Mas
• Teams)
• Technical proficiency

Other:

• COUPA
• Concur (travel and expense booking system)
• Legal Tracker (Legal firms are familiar with this system that we as well will be using – the company is currently in a test phase)

Experience and proficiencies:

• 8-10 years'' Secretarial or Admin assistant experience at a senior manager level within a corporate environment
• Service orientation
• Maturity and flexibility to work both independently and in cooperation with other
• High level of self-motivation
• Excellent organisational skills
• Superior attention to details
• Follow through/ownership of tasks to completion
• Ability to multi-task and complete a variety of tasks in a fast-past environment
• Respect all company information as personal and confidential
• Exceptional communication skills (verbal and written)

Kindly regard your application as unsuccessful if you have not heard from the agency within 2 weeks.

NB! This job is now closed. You can apply for other jobs by uploading your CV.