Business Operations and Admin Executive
Location: BGC, Philippines
Terms & Conditions: Full Time
ABOUT UNILEVER
Unilever is the place where you can bring your purpose to life with the work that you do – creating a better business and a better world. You will work on brands that are loved and improve the lives of our consumers and the communities around us. You will lead innovations, big and small, that will make our business win and grow. You will learn from brilliant business leaders and colleagues who provide mentorship and inspiration so that you can become a better you.
Unilever Food Solutions (UFS) PH aims to achieve PHP6B in 2024 and achieve 15% YOY growth from hereon + foodservice division of Unilever. It leads the dynamic Food Service market across its categories and has ambitious growth objectives, marketing a range of professional savoury, dressings products and services to chefs across the country.
JOB PURPOSE
Unilever is the place where you can bring your purpose to life with the work that you do – creating a better business and a better world.
WHAT WILL YOUR MAIN RESPONSIBILITIES BE
Operations Assistant (40%):
1. Event Management
2. Planning and Organizing: This includes arranging venues, travel, and entertainment for conferences, workshops, and special events. It also involves managing domestic and international travel arrangements, including accommodation and car rentals.
3. Coordination: Working closely with committees or teams, such as the Safe Travel Committee, to ensure all internal and external activities are well-coordinated.
4. Safety and Compliance: Ensuring that all events comply with health, safety, and security regulations. This includes conducting risk assessments and ensuring that all participants and suppliers adhere to safety guidelines.
5. Monitoring and Reviewing: Having a responsible person on-site to monitor the event, resolve any issues, and conduct post-event reviews to learn from any mistakes.
6. Communication: Keeping all stakeholders informed and ensuring that all necessary approvals and authorizations are obtained before the event.
7. Provide support to the Leadership Team.
8. Prepare for LT meetings, including setting the agenda and following up on action items.
9. Handle all aspects of on-site meetings, such as booking rooms and arranging catering.
10. Perform ad-hoc tasks for LT and assist other department members as needed.
11. Set up new starters at WL2 reporting to WL3, including managing IT processes and arranging laptops, phones and TOT (if applicable).
12. Enhance the work team's effectiveness and efficiency by providing high-level assistance and support in various activities for senior executives.
13. Promote efficient time management for senior executives by arranging appointments, meetings, conferences, travel (both domestic and international), managing departmental annual leave, excess leave accruals, and diaries.
14. Facilitates the effective operation of the work environment by relieving the senior executives of routine administrative tasks, screening visitors, and maintaining records.
15. Effective communication with external contacts at a senior level and organizations that involve the LT participation.
16. Prepare presentations as required.
17. Promotes a teamwork environment by effectively liaising with senior staff and others on behalf of the senior executive, taking necessary follow-up action and preparing progress reports as required.
Admin Management (60%):
1. Purchase Order and Expense Management:
2. Ensure all approvals completed within time frames for expenses on all relevant systems.
3. Paying invoices for relevant suppliers.
4. Raise purchase orders and GR (Goods Receipt) as requested by UFS team member through Coupa.
5. New Customer Creation and Maintenance:
6. Ensure new account opening for Unilever Food Solutions directly served customers will be created through CRETA.
7. Monitors progress and updates CD and Customer Service team of the progress.
8. Management of DT Contracts and renewal:
9. Ensures completeness of the contract details.
10. Monitoring of contract renewal.
11. Coordination with Smarter Contracting of all DT contracts for renewal.
12. Organize and monitor distribution of CD Tools of Trade.
13. Having an in-depth knowledge of standard procedures and ensuring their dissemination and compliance with all Unilever's policies and procedures.
Experiences & Qualifications
1. Bachelor’s degree in business administration or related field.
2. 3+ years of secretarial experience.
3. Strong attention to detail.
4. Proficient in office management procedures and software, including MS Office, Canva and Workday.
Skills
1. Organizational Skills: Excellent organizational and time management skills to handle multiple tasks efficiently.
2. Problem-Solving and Critical Thinking: The ability to quickly and effectively solve problems.
3. Verbal and Written Communication: Clear communication is essential for tasks like emailing clients, answering phone calls, and taking meeting notes.
4. Customer Service Abilities / Interpersonal Skills: Professional and courteous interaction with executives, colleagues, and customers.
5. Flexibility and Adaptability: Being able to adjust to changing tasks and priorities especially in a fast-paced environment.
6. Time Management and Multitasking: Managing multiple tasks and meeting deadlines efficiently to support UFS operations.
7. Discretion and Confidentiality: Handling sensitive information with care and maintaining confidentiality is critical.
We highly encourage applicants to exclude information on age, gender, and school/s in view of Equity, Diversity, and Inclusion. Unilever assesses candidates based on skills, performance, experience and leadership.
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About Us
A Better Business. A Better World. A Better You.
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