Unilever

Administrative Assistant

Geplaatst 8 nov. 2021
Project ID: UNILJP00013648
Plaats
Rotterdam
Uren
40 Uur/week
Periode
6 maanden
Start: 1 nov. 2021
Einde: 30 apr. 2022
Tarief
30 - 42 €/uur

Background and Main Job Purpose:

 

This is an administrator role in Unilever’s Sustainable Sourcing team. The role connects with a team of sustainable sourcing managers and analysts based in Netherlands, Italy, UK, and Singapore primarily. 

 

Role is to support the sustainable sourcing teams in EU and SEA in the overall administration for the function and department. This entails among other things the administration of budgets and budget processes, contract administration, the creation, placing and administration of purchase orders from the large number of consultancies and other firms that the team uses for its programs. The role is to help ensure that there is efficient follow up and communication to these suppliers and partners regarding the transactions so that workflows are not interrupted.

 

Specifically, the role will report on:

- quarterly checks of all received invoices under the supply chain entities of UEBV and UAPL against budget items

- intercompany invoicing to cross charge line-item costs from UAPL to UEBV or vice versa 

- coordinating with finance teams and purchase to pay teams.

- ad-hoc PO/invoices that have been missed/overlooked

 

Additional support for team administrative tasks and organization of events and meetings as needed across the teams.


 

Key Accountabilities:

  • Administration of budgets and expenditures with consultants across the sustainable sourcing teams.
  • Efficient communication on contracts and activities needed to manage with the various service providers.
  • Assisting the smooth follow through of the purchase to pay process for sustainable sourcing suppliers and partners.
  • Assisting the sustainable sourcing team and managers with registration of their partners and suppliers on systems like Velocity, managing and following up on approvals needed from stakeholders to get the records activated.
  • Assisting the sustainable sourcing team and managers with their partners and suppliers use of systems like Coupa for raising purchase requisitions and Tungsten for loading invoices.
  • Where needed assisting any urgent requests for payment etc.
  • quarterly check of all received invoices under UEBV/UAPL against budget items
  • intercompany invoicing to cross charge line-item costs from UAPL to UEBV or vice versa 
  • ad-hoc PO/invoices that have been missed/overlooked
  • Manage service providers and consultants’ communications on purchases and contracts and status thereof.
  • Communicate proactively with sustainable sourcing team members regarding the administration tasks for their projects and consultants.
  • support for teams’ administrative tasks and organization of events and meetings as needed across the teams and any travel or other organization support, they may require.
    • Coupa = The system used to raise Purchase requests (PRs), that generates Purchase Orders (POs) and where Goods received (GRs) can be performed. 
    • Velocity = Vendor Data system where suppliers register their supplier details 
    • Tungsten = The e-invoicing system where suppliers upload their invoice


 

Professional Skills and Experience Required:

 

ESSENTIAL

  • Email, Outlook, MS, Word, Excel & PowerPoint 
  • Adobe Acrobat,
  • SAP
  • Expenses and Purchase to Pay systems.
  • Working with partners and systems like Coupa, Tungsten and Velocity
  • Travel systems and web-based tools
  • Stakeholder management and a good communicator with teams both internal and external.
  • Good communication skills

 

Languages:

  • English – Essential


 

Disclaimer

Diversity at Unilever is about inclusion, embracing differences, creating possibilities, and growing together for better business performance. We embrace diversity in our workforce. This means giving full and fair consideration to all applicants and continuing development of all employees regardless of age, disability, gender reassignment, race, religion or belief, sex, sexual orientation, marriage and civil partnership, and pregnancy and maternity


 

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