Executive Assistant in charge of General Services at Barry Callebaut (SIC Cacao)

Akwajobs   (Douala, Cameroon)

Posted : 8 June, 2020

Category : Administration   Location : Douala, Cameroon

Job type : Full Time

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Executive Assistant in charge of General Services

At Barry Callebaut, we are on a journey to transform the cocoa and chocolate industry. As the world’s leading manufacturer of high-quality chocolate and cocoa products, our actions truly shape the future of our industry. We are a business-to-business company, serving the entire food sector, from the cocoa bean to the finest chocolate product. We are a company with a purpose, we believe in doing well by doing good and reinvesting in the communities we operate. We have a long-standing commitment to sustainability and our goal is to shape a sustainable cocoa and chocolate future. We are headquartered in Zurich, and have more than 11,000 passionate Employees working in more than 35 countries worldwide. We are very proud of who we are and what we do. And of course, we are always looking for talented people to help us have a positive impact on our industry and beyond!

About the role

Under the authority of the General Manager, he / she performs all assistantship and administrative tasks within the framework of the defined objectives and procedures.

Keys Responsabilities

Classic assistantship

• Set up the management and follow-up of files related to the activities supervised by General Management and according to established guidelines,
•  Prepare files, coordinate, organize and monitor the various decision-making meetings (General Assembly, Board of Directors, others) and all events (labor day, business forum, various meetings, women's day, dinner staff with administrators and visitors, etc.) in close collaboration with General Management,
• Manage contacts, calendars, schedules, appointments and organize trips,
•  Process all incoming and outgoing mail (centralization of incoming and outgoing mail from the company): receiving, sorting, and coordinating distribution,
• Write the preliminary drafts of the responses, check the letters to be signed,
• Enter, format presentation documents and confidential correspondence related to directional activities,
• Filter communication, visitors…

Office management

• Identify with General Management their needs and organize the various tasks
• Manage the office supplies of the company (supply and satisfy the needs of the requesting services),
• Coordinate the other office management tasks with the other assistants,
• Work with employees (from all other departments) in order to organize meetings optimally in terms of logistics, equipment and meals…

Information

• Produce structured information: create and model a document, develop a documentary file
• Manage incoming and outgoing documents: photocopy, fax, scan, file and archive
• Contribute to the quality and confidentiality of the information produced and received: optimize the flow of information
• Inform and alert the General Management of any dysfunction which could affect the functioning of the Management…

Human Resources

• Prepare invitation letters for visitors,
• Prepare DG mission files (hotel reservation, flight reservation, visa),
• Plan with drivers the landings and embarkations of the hosts
• Manage the needs of visitors to the site (lunch …)
• Supervise, coach and manage the team under his charge

General Services

• Monitoring of the car fleet (administration, Tomcard and claims declaration)
• Monitoring of SICC villas or other homes rented by SICC (SICC equipment inventory, processing requests from residents, water and electricity consumption
• Management of non-technical purchases via GELODIA software
• Carry out the checkout once a week according to the established schedule
• Respect and ensure respect for safety, quality and food safety instructions
• Participate in improving the Quality 2.0 and Security culture on our site by proposing and committing to specific improvement actions

Canteen Management

• Sale of tickets to CIBLE staff and other interns and temporary workers who do not wish to be deducted from their pay and returned to the cashier at the end of the month
• Monitoring of cleaning bed checks to be submitted to the QA every 5th of the month
• Hold follow-up meetings with the canteen supervisor (equipment, inventory, etc.)
• Validation, monitoring and publication of weekly menus
• Recording of consumption and breakdown in accounting every 22nd of the month
• Breakdown at ONYX and CAPITAL of consumption per employee for payroll deduction
• Provide the service provider with small equipment (plate, spoon, glass, trays, fork, knife) and large utensils (pots, oven, etc.) and carry out an inventory monthly
• Establish purchase orders for special meals

About You

Education

•  BAC + 2 (type BTS/DUT assistantship or other specialization in the field of activity)

Experience

• 05 years’ experience in the field of assistantship

Specific knowledge, competencies and skills required

• Good communication tools
• Fuently in English and eventually a third language
• Self-control and ability to work in stress, Relational skills, autonomy, initiative, discretion and Confidentiality

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