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R&D Executive Assistant

4 weeks ago

Singapore MEAD JOHNSON NUTRITION (ASIA PACIFIC) PTE. LTD. Full time
Roles & Responsibilities

About the role

Reporting to Product Innovation & Strategy Director, this role will be responsible for the compliance and control, budget and expense management as well as adminstration matters for the R&D department.

Your responsibilities
  1. Compliance and Controls
    • Facilitate and maintain sensory informed consent form of employees and visitors participating in sensory.
    • Facilitate and maintain Quarterly R&D Activities Tracking Management (ACE, Finance) for audits or external financial reportings.
    • Facilitate and maintain updated tracking files of manhours spent, R&D activities and corresponding consumables and services spending by classification according to various requirements.
    • Maintain clear and consistent filing systems, electronic and/or paper, as required of the type of documentation.

Organization Movements Tracking and Recording

  • Manage records of R&D organization charts, headcount tracking, and staff dates of employment for various internal reviews and external business and audit purposes.
  • Maintains R&D master data of personnel's technical profile, residency, dates of tenure for external audit and reporting (ASTAR, Qualifying incentive projects).

SOPs Management (PD, Nutrition Gallery Visitor SOP)

  • Document controller (upload for approval, track, retire) for procedural documents of Product Development, R&D Operations and Process Engineering.
  • Initiate periodic review of procedural documents by checking document owners, validity and duration. Ensures there is proper handover of procedure document ownership for any movements in the organization.

R&D People Training Record Management

  • Liase with respective departments of R&D in the update of the training curriculum.
  • Uploads training curriculum of each department in QualityOne VTS.
  • Maintains team members external post training feedback and report.

Sharepoints Management and Compliance Reports Management

  • Manages list of sharepoints used by R&D.
  • Conducts annual review of users with Sharepoint owners, Innovation Compliance Manager, respective line managers.

2. Budget and Expense Management

  • Prepare and update budgets and forecasts for the departments (cost centers) of Management, Product Development, Innovation Compliance teams.
  • Tracks expenses and reconcile any discrepancies of actuals on a regular basis.
  • R&D Projects Supplies and Services.
  • Manages end-to-end purchase management for R&D projects suppliers and services (raw materials, ingredients, external lab tests).
  • Manages end-to-end contract administration for subscriptions of R&D department.

3. R&D Administration and Employee Engagement

  • R&D Visitors Management which may includes hotels, transfers, meals, meetings booking.

    Handles any group trips and hotel booking as may be required.

    Adminsters R&D's rewards and recognition program and develop communication materials on people success stories.

    Forms and keep track of annual membership of Mindset program across R&D departments.

    Liaise with line managers and keep track of annual SME program for talent development.

    Source and conduct negotiation of venues and teambuilding vendors for regional meeting events (regional meetings, product development), lead the corresponding contract administration, POs event safety risk assessment.

The experience we're looking for
  • Diploma in Accounting, Finance, administration or relevant field
  • Minimum 2 years experience in accounting, finance, communications, knowledge and information management
  • Knowledge of SAP is a must have
  • Knowledge in MSExcel is a must, other MS Office is an advantage
  • Demonstrate experience in event coordination and arrangement
  • Demonstrate good bookkeeping and accounting skills, writing and editing skills
  • Demonstrate knowledge in learning fast on controls systems
  • Demostrate knowledge of budget and expense management including its relevant control systems
  • Fosters and demostrate workplace Reckitt compass, behaviors and inclusivity.
Tell employers what skills you have

Negotiation
Administration
Hotel Booking
Employee Engagement
SharePoint
SAP
Accounting
Compliance
Writing
Audits
Bookkeeping
Nutrition
Audit