Contract: Secretary / South East London

Purpose:

To provide technical, secretarial and administrative support to the ICT Manager and the Finance & Control Director, managers and staff members. Key responsibilities cover the following areas:

• General Secretarial and Administrative support
• SAP Processing/Reporting/Troubleshooting
• Contract Administration
• Electronic filing and records management
• General HSE support duties in the office environment
• Support the Finance & Control Manager in managing some of the accounting activities
• Telephone
• Stationery Requirements
• Travel and Accommodation
• Electronic filing and Records Management

 

  Main Accountabilities and Responsibilities:

• To manage processing of requisitions, call-offs & invoices/service entries within SAP
• To maintain up to date records of incurred and committed expenses for all contracts
• To liaise with suppliers, Finance and Procurement to resolve all contractual and invoice issues relating to SAP processing
• To provide routine secretarial and administrative support to department staff
• Assist the Managers with the coordination of activities with teams and management in Milan, as and when required
• To screen the external telephone calls to ICT to filter out cold callers
• To provide internal and external mail co-ordination and distribution
• To organise and administer travel and accommodation arrangements for Department staff
• To maintain electronic filing and archiving systems, updating as required to meet department needs
• To maintain department’s attendance and holiday planner and records.
• To carry out reconciliation of holiday cards at year end.
• To co-ordinate and organise department meetings
• Specifically for India and Ireland:
• To help reconciling TB to actuals that have posted as required.
• To help posting items & adjustments where necessary.
• To ensure adherence to the Company’s Health, Safety & Environment policies, procedures and standards
• To fully comply with Code of Ethics and Compliance Model
• Ad hoc support

 

 Main Interfaces (relationships):

 

INTERNAL (company, no reporting line):

• Daily interactions with Managers and staff throughout the organisation
• Ongoing interaction with UK Procurement and Finance functions in relation to Contract Administration responsibilities
• Interaction with the Head Quarter on managing the Job Orders
• Regular collaboration with Progetti and LBA District on administrative matters

 

EXTERNAL (external):

• Regular liaison with Suppliers
• Regular interaction with the travel agencies
• Department visitors

 

Education & Professional Qualifications:

• Business Administration qualification desirable.

Required Experience and Technical Competencies (relevant experience and technical skills):

• Significant experience in a broad-based secretarial role.
• Previous SAP experience.
• Ability to meet deadlines and prioritise conflicting tasks.
• High level of accuracy and organisation.
• Very high proficiency in the use of Excel software.
• Good working knowledge of PC software including Word and Power Point.