Administrative Assistant Global SPL Centre of Excellence

Administrative Assistant Global SPL Centre of Excellence

Ref.: AP-50402

 

 

Facts & Figures

Job function	Customer Service
Country	Singapore
Location	Singapore (PSA Vista)
Position offered by	DHL Supply Chain Regional Office Singapore
Reports to	VP GSPL Centre of Excellences
Career level	Operatives/Administrative
Contract	Permanent (Full-Time)
Travel required	No business travels
Travel extent	Local/ regional
Working hours	as per country standard T&Cs
Work permit required	No
Start date	29/09/13
Closing date for applications	14/10/13
Shift work required	None

At DHL, people mean the world to us. That’s why our goal has always been to attract and retain the best talent the world over. We provide challenge and opportunity for personal and professional development. We recognize the difference you bring to our business, and together we share the pride of building THE logistics company for the world.

Under the DHL Supply Chain umbrella, one of the business units of DHL, we provide customized logistics and industry solutions in the areas of supply chain management, warehousing, distribution, value added services, and lead logistics provider services for our customers – helping them deliver better results everyday

ORGANISATIONAL BACKGROUND INFORMATION:

BMR Title / Role Title: Administrative Assistant Global SPL Centre of Excellence

Corporate Division: Logistics

Business Division: DHL logistics

Business Unit: Service Logistics

Overall Role Purpose: Provide full secretarial and administrative support of a responsible and confidential nature to the VP Global Centre of Excellence.

Reports to: VP Global Centre of Excellence

SCOPE OF ROLE:

Other Relevant Dimension: High level of confidentiality in every day work

ACCOUNTABILITIES:

1a. External: N/A

1b. Internal:

       i. VP, Global CoE:

       Key Activities:

• Coordinate the administrative and logistics aspects of meetings when held locally and in overseas, acting as secretariat and liaison-in-charge, maintain management schedule.
• Manage CoE in the absence of the Head of CoE, and ensure all matters requiring the VP CoE’s attention are redirected with discretion and attended to meticulously.
• Undertake any other function-related duties and tasks assigned.

       Overall Goals/Typical Measures: 

• Well organised calendars, travel schedules and itineraries, meetings, conferences and other business events.
• Assurance of worry-free business travel & information sufficiency.
• Well maintained document filing & retrieval system.

       ii. Global Function:

       Key Activities:

• Play key role in organization and/or coordination of function related events e.g. function conference, visitor lunches, etc.
• Assist, provide ad-hoc assistance to the other CoE Managers where necessary.
• Internal monthly reporting.

        Overall Goals/Typical Measures:  

• Accurate reports and minutes.
• Efficient communications of meetings to the respective people.
• Data accuracy.

2. Stakeholder

       i. External:

       Key Activities:

       Suppliers (travel agents, hotel, other service providers)

• Liaise for the purpose of information requests, provision, event/meeting coordination & confirmation, and ensuring adherence to company policies and procedures.

        Overall Goals/Typical Measures:  

• Compliance to company policies.
• Achievement of agreed timelines.
• Information integrity & accuracy.
• Good and effective working relationship with stakeholders.

        ii. Internal:

       Key Activities:

       Other Departments’ Secretaries

• Coordinate meetings and arrangements
• Coordinate with other departments’ coordinators to ensure that administrative office information and procedures are updated and complied with efficiently.

       Overall Goals/Typical Measures: 

• Good and working inter-department cooperation.

3. Process

       i. Information Management

       Key Activities:

• Organise and maintain an up-to-date filing system that provides quick and efficient reference to safeguard confidentiality & ensure easy retrieval.
• Identify issues and follow up on actions plans & next steps with relevant stakeholders/customers.
• Disseminate information as requested.

        Overall Goals/Typical Measures: 

• Comprehensive identification of anomalies and issues
• Timely escalation and resolution of issues
• Up-to-date issues tracking
• Timely information dissemination

       ii. Requisition Management:

• Process Travel Request System and Purchase Requisition (eProcure) System.
• Obtain necessary approvals for all purchase/travel requisitions.

       Overall Goals/Typical Measures: 

• Accurate and timely requests’ processing 

SKILLS / QUALIFICATIONS: 

1. Key Capabilities

       i. Skills

• Excellent Computer literacy, MS Office skills (Word, Excel, PowerPoint, etc.).
• Good networking skills and personal judgement.
• Fluent in English - both written and spoken.
• Time management skills: able to prioritise and organise well.

ii. Competency Segment ‘Business’:

Analysis:  Breaks down a problem, situation or process into its component parts, separates the main issues from side-issues, understands the nature of parts and their relationship to one another. Seeks out and critically evaluates both numerical and narrative information. Draws accurate conclusions.

Planning & Organizing: Sets clear and realistic goals and objectives. Establishes a course of action and a sequence of steps to ensure that activities and objectives are efficiently achieved. Is structured with good personal organization. Schedules time effectively and uses efficient work methods and tools.

Decision Making: Makes timely and appropriate choices based on accurate analysis and experience. Uses sound judgment even in conditions of uncertainty. Anticipates impact of decisions and plans how to manage risk.

Results Orientation: Continually seeks to accomplish critical tasks with measurable results. Overcomes obstacles and makes adjustments to achieve results. Focuses self and others to achieve targets aligned with business goals.

iii. Competency Segment ‘Leadership’:

Teamwork: Works cooperatively with others to achieve target and objectives. Accomplishes own tasks in support of team goals and actively offers to help colleagues. Supports group decisions.

iv. Competency Segment ‘Personal’:

Accountability: Acts responsibly. Can be counted on to keep commitments. Complies with the intent of policies, procedures and agreements. Builds others' trust in own professionalism, integrity, expertise and ability to get results.

Communication: Provides both verbal and written information in a timely, clear and concise manner. Expresses ideas effectively, adjusting style, tools and mode to the needs of others. Listens attentively, and summarizes or asks questions, when needed, to clarify information.

Self Management: Remains calm, objective and controlled in responding to urgent or demanding situations. Maintains effective performance under pressure. Stays positive.

2. Expected Years of Experience: Minimum 5 years of secretarial experience with senior management

3. Educational Qualifications: A level and above

How to apply?

Please send your application with a short description of yourself and your professional skills directly to: Career.DSCRO@dhl.com.

Only shortlisted candidates will be notified.