You manage vendor relationships and procurement processes while handling administrative tasks. Your role includes monitoring the budget and providing support for departmental guidelines, ensuring smooth operations and timely financial reporting.
Anforderungen
- •Proven experience in administrative roles
- •Problem-solving in finance-related scenarios
- •Strong organizational and multitasking abilities
- •Proficient in managing complex administrative tasks
- •Excellent interpersonal and communication skills
- •Ability to work independently and take initiative
- •Experience with project coordination is preferable
- •Proficiency in MS Office, SAP, database management
- •Fluent English and German is preferred
Deine Aufgaben
- •Support the manager in vendor relationships.
- •Monitor vendor contract lifecycles and renewals.
- •Assist with vendor master data management.
- •Help managers with procurement processes.
- •Ensure timely processing of purchase orders.
- •Coordinate procurement and payment activities.
- •Handle complex administrative assignments independently.
- •Schedule and prioritize appointments and meetings.
- •Track deadlines and remind the manager.
- •Advise the team on departmental processes.
- •Coordinate new or modified processes.
- •Monitor departmental budgets and expenditures.
- •Prepare financial reports for managers.
- •Act as a liaison with the finance team.
- •Support preparation of monthly accruals.
Original Beschreibung
# JAPAT Administrative Professional 80-100%
**Basel (City)** | **Part time**
**Band**
Level 2
**Job Description Summary**
Location: JAPAT offices, Switzerland
About the role:
The JAPAT Administrative Professional is responsible for a diverse set of administrative, financial, and organizational tasks to ensure the smooth operation of the aviation department. The role involves 20% vendor management, 30% procurement-to-payment support, 20% administrative support for the accountable manager, 10% general administrative support, and 20% basic finance duties. This dynamic position requires strong organizational skills, independence, and professional interaction with both internal team members and external partners.
This comprehensive role is ideal for a detail-oriented professional who excels in administrative and financial tasks within a dynamic environment, ensuring seamless departmental operations.
**Job Description**
**Key Responsibilities:**
**Vendor Management - 20%:**
* Support the departmental manager in maintaining functional relationships with vendors, ensuring timely and cost-effective delivery of services and goods. Monitor vendor contract lifecycles and ensure timely renewal. Support the contract renewal process. Support the opening and maintaining of correct vendor master data in the Novartis systems.
**Procurement-to-Payment Support - 30%:**
* Assist department managers and cost center owners with procurement processes from initiation to payment. Support the timely and accurate processing of purchase orders and invoices. Coordinate with company Finance and other departments to align procurement and payment activities.
**Administrative Support for the Accountable Manager - 20%:**
* Handle complex administrative and organizational assignments independently. Schedule appointments and meetings, optimizing the manager’s time by prioritizing critical engagements. Track and remind the manager of upcoming deadlines and commitments for timely completion of tasks.
**General Administrative Support - 10%:**
* Inform, advise, and support the team and associates on departmental processes, guidelines, and services. Initiate and coordinate new or modified processes and manage their introduction.
**Basic Finance Duties - 20%:**
* Assist in monitoring departmental budgets, tracking expenditures, and ensuring alignment with financial goals. Prepare basic financial reports and summaries for departmental managers, ensuring accuracy and timeliness. Act as a liaison between the department and finance team for any financial inquiries or concerns. Supports the preparation of monthly accruals.
**Essential Requirements:**
* Proven experience in administrative roles, with a focus on vendor management, procurement, and basic finance support.
* Problem-solving: Identifies issues and develops effective solutions, particularly in finance-related scenarios.
* Strong organizational and multitasking abilities.
* Proficient in managing complex administrative tasks and processes.
* Excellent interpersonal and communication skills.
* Ability to work independently and take initiative.
* Experience with project coordination or management is preferable.
* Proficiency in relevant software and tools (e.g., MS Office, SAP, database management).
* Fluent English and German is preferred.
**Skills Desired**