Act as primary business enabling contact for assigned department or team, providing operational and administrative support in the following categories:
Travel:
- Managing travel arrangements, including invitation & permission letters.
- Trip request assistance: Submitting of trip requests according to the client’s travel policy.
Health & Safety:- Coordinate all H&S daily, monthly & periodical operations (inspections, all tasks as per appointment) per Main.
- Dept, report any irregularities to Facilities Management.
- Medical Surveillance steering (compliance, reminders).
Facilities Management:- Reporting issues / complaints / incidents (HVAC, power, water leaks, etc).
On & off boarding:- Onboarding preparations.
- Onboarding first day: Welcome, assistance of individuals struggling with generic onboarding topics.
- Onboarding ongoing support – Main Dept specific topics, integration into work environment.
- Post onboarding activities – resolve queries from new joiners, complete onboarding check lists, basic training / assistance.
Business & compliance administration:IT methodology compliance checks & guidance:- Offer administration end-to-end.
- Assists with and /or initiate offers on the Hub Ecosystem.
- Quality Assurance of offers in the Hub Ecosystem.
- Preparation of offer estimates & documentation.
- Perform offer administration (resources, fixed costs, travel).
- Administrate accurate and timeous time allocation.
Pipeline administration:- Align pipeline after re-org instances.
- Maintain data when customers are changed / added.
- Maintain data when planners are changed.
ISO 9001 compliance activities – product & financial focus:- BizDevSecOps Maturity Assessment dashboard maintenance.
- ISO 9001 support activities (compliance artefacts, periodical checklist / coordination tasks).
Financial administration & support:- Financial reporting & support (monthly actuals vs. planned, product-specific per offer).
- Budget transfers & follow up.
- Financial analysis & corrections (headcount transfers, planned to actual rates updates, etc.)
- Financial reporting, cost allocation and financial forecasting (quarterly, re-aligning, actuals outstanding).
Customer liaison:- Communication regarding offers (process changes, budget transfer follow-up).
- Customer Portal assistance through offer management process.
Operational support:- Time administration daily activities.
- Purchase orders preparation - identifying and gathering Main Dept requirements + basic supporting documentation preparation.
- Main Dept Confluence pages maintenance.
- Flexible resources Task Lists maintenance.
Inter-department collaboration and support:- Actively engage and participate in Business Enabling CoE.
- Stand-in as and when required for Business Enabling Specialists in other Main Depts.
Minimum Requirements:Essential Skills Requirements:Advanced proficiency with Microsoft Office applications: Outlook, Excel, Word, PowerPoint, and MS Teams.
Strong experience with Jira and Confluence for tracking, documentation and collaboration.
Solid business administration skills across offers, resource planning, finance and time administration.
Proven finance management knowledge including budget tracking and basic controlling.
Project management experience with ability to manage multiple concurrent tasks and deliverables.
Excellent written and verbal communication and presentation skills in English.
Strong stakeholder management and relationship-building skills across functions.
Experience with travel management, facilities coordination and vendor liaison.
Good understanding of IT governance, compliance and audit processes.
High level of organisation, planning and attention to detail, with ability to prioritise effectively.
Advantageous Skills Requirements:Recruitment administration experience or exposure to HR onboarding/offboarding processes.
Experience with portfolio or headcount steering and resource funnel management.
Background in marketing or communications, including campaign coordination.
Knowledge of IT operations, IT security fundamentals or IT architecture concepts.
Experience supporting audits and revision processes to ensure auditability.
Prior exposure to change management and training coordination.
Experience working in a hybrid office/home environment and coordinating rotations.
SAP or other finance systems experience advantageous.
Desired Skills:
- Microsoft Office applications
- Jira and Confluence
- Business administration skills
