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Team Secretary

2 weeks ago

Singapore Unilever Full time

Job Title: Team Secretary - UI Supply Chain

Schedule: Full time

Location: Singapore

Function: Supply Chain

ABOUT UNILEVER INTERNATIONAL

Unilever International (UI) is an alternative but complimentary route to market, servicing white space opportunities not exploited by local operating countries. It is a global business unit with 9 hubs (Singapore, US, UK, Korea, India, Dubai, France, the Philippines and Australia) with a diverse range of products, with expertise in utilizing 3rd party distributors and consolidators to reach consumers in over 75 countries.

UI have been operating successfully as an alternate RtM to complement MCOs to serve these white spaces through a network of 500+ market expansion service providers and specialists via seeding initiatives. The market expansion providers or distributors in countries provide brand building and customer development services to UI under the agreed operating frameworks using the brand toolkits provided. UI have strategically evolved its portfolio from availability led growth to seeding in the last 5 years.

The team secretary will provide support to UI’s Head of Supply Chain and team based in Singapore. The other team members might need coordination.

KEY ACCOUNTABILITIES:

- Provide full spectrum of secretarial and administrative support to the WL3+
- Manage the daily schedule, calendar, meetings and calls.
- Provide department secretarial/administrative support to the team.
- Schedule and take charge of arrangements for all debrief and other meetings.
- Manage the calendar of the team as aligning timings for meetings and ensure meeting rooms are booked. Welcome guests upon arrival.
- Prepare and arrange reimbursement of travel related expenses, Medical and other miscellaneous expenses as per Unilever regulations.
- Manage payment of external vendors invoices following approval from business team.
- Facilitate payment of approved external provider’s invoices for payment.
- Take charge of all payments and monitoring progress vis-a-vis budgets and work with Finance Business Partner and EVP have full transparency on costs for budgeting.
- Liaise with other support departments such as IT, HR, Facilities etc to develop good working relationships with the teams there and ensure fast and efficient service to the team.
- Organise document storage for the team both electronic and physical Ensure all confidential documents are shredded after use and otherwise kept locked away.
- Organize and support regional departmental activities, such as Away Days, Workshops and Meetings.
- Organize team engagement activities.
- Ensure that hardware, equipment, stationary and supplies for the Team are fully provided.
- Assist with the filing of UAPL company documents with Boardroom or other Corporate Secretarial external provider. Ensure all details on Corporate Secretarial databases are kept up to date. Assist with arranging signatures of company documents for UAPL.
- Assist with organization and any documents needed for notarization. Arrange for notary to attend offices with Directors as and when needed.

KEY REQUIREMENTS:

- Good command over both written and spoken English
- At least 5 years experience working as a secretary in a Multi-National Organization
- Organizational strength & Time management (prioritization)
- Ability to work independently
- Able to thrive in highly dynamic environment
- Persistent and has ability to overcome obstacles
- Reliable, proactive, resilient, pleasant and must have strong service orientation
- Team player attitude

TO APPLY