Officer Administration

Job Title

Officer- Administration

Purpose of the Job

• Responsible for maintaining Financial and Contract scope for the Function

Network & Links

Facility suppliers, Leadership team, Finance, Landlord, Local Authority.

Mission

Objectives

• Delivers achieving the agreed QCD commitment.

Performance Measurement

• Understanding and adapting of ALSTOM rules and process


• Delivers on time with Quality as agreed.

• PR creation for Support Functions and Business in ARIBA/SAP within TAT


• Proactive (SICOS) GRN’s creation for Business in ARIBA/SAP within TAT


• Creating SICOS for urgent payments for Business


• Tool Management on CAPEX requirement initiation PR/GRN within TAT further Follow ups with Finance for WBS elements, collection & fillings documentation for various business units


• Creating GRN’s in SAP GSI/ARIBA within TAT for Business


• PO follow ups with Sourcing Team for Business/Function


• Preparation of MIS reports, PPT like Actual Spend, PR/PO, Budget, etc.


• Central Admin dashboard – Updating, Monitoring, Maintaining of Actual spend/Budget


• Preparing & Monitoring ADMIN Budget


• Creating saving tracker against the PO’s/Actual spend vs Budget


• Forecasting of the budgeting for the smooth functioning on yearly basis


• Coordination with FSSC team for urgent payments on time


• For timely payments follow up with the Unit/CC Approvers to avoid late payment charge


• DIP (Inspire) invoice clearance


• Compliance Documentation filling related to External Vendors


• Maintaining agreements & NO DUE Certificates of ADMIN


• Reconciliation of vendor invoices & checking duplication payment etc..

Job Specifications

Required Experience/Skills

• Previous experience on accounting and Finance


• Strong knowledge on Presentation and MS Excel.


• Knowledge of the principles of office management including organization, workflow, forms, supplies, equipment, and procedures relating to filing, record keeping, correspondence, mail, procurement, stock keeping, and duplicating.

Competency expected

• Approachable individual with a professional manner


• Methodical in approach to tasks


• Self-motivated


• An effective time manager with the ability to multi-task


• Strong business operational focus


• Strong in building relationships and able to communicate at all levels


• Team player, and able to work on own initiative