Business Operations and Admin Executive

6 days ago

Taguig, National Capital Region, Philippines Unilever Full time

Role Title: 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.

Currently, UFS relies on sales reps visiting chefs to generate demand. Broadcast communication mediums are not yet developed, which limits the pace of growth. Digital offers a huge opportunity and future growth for UFS depends on evolving the business model and developing contact strategies to reach the 95% of operators we do not visit. Ambitious targets to transform our business towards a more digitally advanced one have been agreed with the Global board and set in motion.

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%):

  • Event Management
  • 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.
  • Coordination: Working closely with committees or teams, such as the Safe Travel Committee, to ensure all internal and external activities are well-coordinated.
  • 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.
  • 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.
  • Communication: Keeping all stakeholders informed and ensuring that all necessary approvals and authorizations are obtained before the event.
  • Provide support to the Leadership Team.
  • Prepare for LT meetings, including setting the agenda and following up on action items.
  • Handle all aspects of on-site meetings, such as booking rooms and arranging catering.
  • Perform ad-hoc tasks for LT and assist other department members as needed.
  • Set up new starters at WL2 reporting to WL3, including managing IT processes and arranging laptops, phones, and TOT (if applicable).
  • Enhance the work team's effectiveness and efficiency by providing high-level assistance and support in various activities for senior executives.
  • 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.
  • Ensure senior executives attend meetings on schedule with adequate preparation and information.
  • Facilitates the effective operation of the work environment by relieving the senior executives of routine administrative tasks, screening visitors, and maintaining records.
  • Effective Communications: Ensure effective communication with external contacts at a senior level and organisations that involve the LT participation.
  • Prepare presentations as required.
  • 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%):

  • Purchase Order and Expense Management: Ensure all approvals completed within time frames for expenses on all relevant systems.
  • Paying invoices for relevant suppliers.
  • Raise purchase orders and GR (Goods Receipt) as requested by UFS team member through Coupa.
  • New Customer Creation and Maintenance: Ensure new account opening for Unilever Food Solutions directly served customers will be created through CRETA.
  • Monitors progress and updates CD and Customer Service team of the progress.
  • Management of DT Contracts and renewal: Ensures completeness of the contract details, monitoring of contract renewal, and coordination with Smarter Contracting of all DT contracts for renewal.
  • Organize and monitor distribution of CD Tools of Trade.
  • Having an in-depth knowledge of standard procedures and ensuring their dissemination and compliance of all Unilever's policies and procedures.
  • Travel & Expense: Familiarity with Purchase To Pay, CRETA platform, Tool of Trade, Workplace, Safe Travel, and Event Safety.
Experiences & Qualifications
  • Bachelor's degree in business administration or related field.
  • 3+ years of secretarial experience.
  • Strong attention to detail.
  • Proficient in office management procedures and software, including MS Office, Canva, and Workday.
Skills
  • Organizational Skills: Excellent organizational and time management skills to handle multiple tasks efficiently.
  • Problem-Solving and Critical Thinking: The ability to quickly and effectively solve problems.
  • Verbal and Written Communication: Clear communication is essential for tasks like emailing clients, answering phone calls, and taking meeting notes.
  • Customer Service Abilities / Interpersonal Skills: Professional and courteous interaction with executives, colleagues, and customers.
  • Flexibility and Adaptability: Being able to adjust to changing tasks and priorities especially in a fast-paced environment.
  • Time Management and Multitasking: Managing multiple tasks and meeting deadlines efficiently to support UFS operations.
  • 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.

Unilever is an organisation committed to equity, inclusion, and diversity to drive our business results and create a better future, every day, for our diverse employees, global consumers, partners, and communities. We believe a diverse workforce allows us to match our growth ambitions and drive inclusion across the business. At Unilever, we are interested in every individual bringing their 'Whole Self' to work and this includes you Thus if you require any support or access requirements, we encourage you to advise us at the time of your application so that we can support you through your recruitment journey.


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