Departmental Secretary: Supply Chain at Unilever

MAIN PURPOSE OF THE JOB: 

• The incumbent will support the Africa SC Leads, to achieve their goals, advance their agenda and leverage their time effectively, whilst proactively managing the administrative, cost saving, and business adoption tools for your function.

INDIVIDUAL ATTRIBUTES

• We require an individual who has a customer service mindset, someone who is solution focused and proactive in anticipating future needs of the leadership teams.
• It is imperative that the individual respects confidentiality and has the highest standards of integrity. It is also important to have a Zerobased budgeting (ZBB) mindset as this individual will be actively managing and identifying functional savings.

Job Summary: 

•  Business Adoption Champion – ensure that you use all new business tools for effective ways of working.
•  Meeting Efficiency:
•  Create share points for the leadership teams;
•  Request agenda items for meetings;
•  Sign off agenda with leader; request timeous pre-reads to be posted on SharePoint;
•  Create a tracker to remind all leaders of previous actions from previous meetings
•  Assist leaders with personal administration as and when required.
•  Onboarding: Proactively managing all new hire induction meetings and general onboarding.
•  Manage all functional engagements, decrease reliance on agencies to manage functional events, liaise with approved suppliers to meet functional engagement briefs.
•  Manage itinerary for senior visitors
•  Manage calendars: meetings, travel schedules, leave dates.
•  Coordinate meeting and conference schedules, venues, teleconference, presentation equipment, and other meeting requirements.
•  Liaise with the travel hub for all travel bookings, alternatively use the Concur booking system to manage all travel for functional team.
•  Ensure leadership team travel profiles are up to date.
•  Facilitate expense claims and expense reports.
•  Liaise with other team secretaries for administrative coordination requirements.
•  Organize local and international workshops, conferences, trainings and meetings and provides support to international visitors.
•  Collect, compile and organize presentation and meeting materials.
•  Perform general clerical duties to include but not limited to: photocopying, faxing, mailing, and filing.
•  Manage stationery requirements for leaders that you support.
•  Build and manage key relationships with internal and external stakeholders.

COMPETENCIES

•  Customer service mindset – proactive, anticipates problems and comes up with solutions
•  Planning and organizational skills – able to manage time and prioritize effectively
•  Good interpersonal skills – including good judgment, organizational awareness and emotional intelligence
•  Good communication skills – verbal and written
•  High attention to detail
•  Growth mindset – looks for opportunities to improve on what exists
•  Ability to manage sensitive information and protect confidentiality
•  ZBB Mindset

PROFESSIONAL SKILLS AND STANDARDS OF LEADERSHIP

• Sound knowledge of technology and organisational tools
• Effective Communication and Stakeholder Management
• Analytical Skills
• Customer service orientation
• Learning Agility

KEY REQUIREMENTS 

•  Matric minimum (tertiary is beneficial)
•  3-5 years of experience, managing multiple Senior Stakeholders and supporting Executive Leadership
•  Computer literate (MS Office, Advanced Excel, PowerPoint and Word)