Staff Assistant (Operational Excellence)

We are SGS – the world’s leading testing, inspection, and certification company. We are recognized as the global benchmark for sustainability, quality and integrity. Our 99,600 employees operate a network of 2,600 offices and laboratories, working together to enable a better, safer and more interconnected world.

Responsible for providing support to the division’s day-to-day activities and handling general administrative tasks.

REGULAR DUTIES

• Assist the Business Director in organizing daily schedules, appointments, and other administrative tasks like preparation of presentation materials, drafting communication letters and announcements
• Analyze and interpret data to help the division with important decisions, problems, and logistical scenarios through statistical analysis
• Monitor and process Request for Payment, Purchase Orders and system requisitions within the division in a timely manner
• Create and Renew Subcon (Auditor and Tutor) Contracts
• Taking Minutes of the Meeting during Business Meetings and significant events, etc.
• Outsource suppliers and purchase items for corporate events and client engagements
• Request for and maintain the division’s office supplies and utilities
• Coordinate with responsible division for all necessary facility requirements like repair and maintenance
• Complies with the QHSE policies including but not limited to:• Demonstrates strong commitment to SGS QHSE Policies, Procedures, and Work Instructions by participating in safety meetings, completing required training, intervening in unsafe situations, refusing unsafe work, and complying fully with all applicable laws and regulations related to QHSE.
• Responds appropriately to emergency situations and assists other staff members in maintaining readiness to respond to emergencies within the workplace.
• In accordance with the SGS QHSE Management System requirements, disposes of, or directs the disposal of, waste generated as a part of daily work performed in a safe manner and in compliance with all waste transportation and disposal regulations and requirements.
• Reports all incidents (actual incidents and near misses) in accordance with the SGS Incident Reporting requirements.
• Uses all equipment (including safety equipment) in the manner intended and reports any damaged / lost equipment to supervisor.
• Maintain a safe and tidy worksite.
• Maintains awareness of hazards and proposes controls to supervisor, QHSE Representatives or relevant client / site contact.
• Actively participates in incident investigations and risk assessments as deemed necessary by SGS management.

INVOICE & COLLECTION DUTIES

• Ensure that all executed jobs, including reimbursable expenses, were invoiced and collected after the audit, with 10% administrative fee following new rule of FIN-DIV.• 100% invoicing of reimbursable expenses shall be made within the month
• Payment shall be received from the client 100% during the first day of the audit
• DSO is achieved.

• Collate, prepare and submit the weekly and monthly revenue and collections report including revenue accruals, deferrals and expenses• Timely and accurate reporting

OCCASIONAL DUTIES

• Suggest area or opportunities for improvement
• Perform other related tasks as maybe assigned by her superiors in support of division goals, or personal development as programmed by her superiors.

Qualifications

College Graduate (any 4-year course, preferably Business Related) 

Experience/Technical Knowledge

• 2 years business-related experience
• Preferably with experience in administration, with responsibilities requiring analytical thinking

Additional information

Language

• Fluent in English (both written and verbal).

Others

• Integrity
• Quality Work Standard
• Customer Service Orientation
• Communication and Interpersonal Skills
• Persuasive Speaking Skills
• Tech Savvy
• Planning and Organizing/Work Management
• Attention to Details/Quality Orientation
• Results Driven
• Highly adaptable, multitasking skills
• Has the "gets the work done and motivates others to do the same" Attitude