Administrative Associate / Officer

SYSTRA is one of the world's leading engineering and consultancy groups specialising in public transport and sustainable mobility. With over 10,300 employees, SYSTRA's mission is to design safe and sustainable transport solutions to bring people together, develop social inclusion and facilitate access to employment, education and leisure throughout the world.

For 65 years, the Group has been working alongside cities and regions to contribute to their development by creating, improving and modernising their infrastructure and transport systems, throughout the life cycle of their projects. SYSTRA is involved from the earliest stages of design through to the testing, deployment and maintenance phases. The company provides all its services in over 80 countries worldwide and generates 74% of its turnover internationally. With its new services, SYSTRA supports its clients and partners in their digital, ecological and energy transition, in order to invent the mobility of tomorrow.

Context

The Administrative Associate / Officer will perform and provide various administrative services, and will facilitate the effective implementation of administrative policies and procedures in support to the business.

Missions/Main Duties

General Office Maintenance

• Ensures the regular maintenance and upkeep of SPI offices according to the SYSTRA Group Policies on health, safety, and security.
• Oversees the scheduled UV dinsinfection of offices.
• Manages the daily activities of company drivers and utility/messenger.
• Supports the Safety Officer (SO2) in the implementation of a local Safety Program on Occupational Safety and Health (OSH) in compliance with Department Order 198-18 .
• Acts on routine administrative problems and inquiries, referring serious or complicated situations to immediate superior.
• Ensures the availability and/or provision of basic office resources/supplies to personnel to enable smooth operations of the departments/divisions/units:
• Coordinates with HR and IT Support, and/or requesting divisions/units regarding new joiners for the assignment of workstation, working space and chair.
• Monitors and maintains basic office supplies for the HRAD Division.
• Assists other divisions in their request for basic office supplies.
• Coordinates with IT Support in ensuring that common office equipment such as printers, scanners, etc., follow respective service schedules.
• Maintain hard copies and e-copies of documents such as lease contracts (for offices and other spaces), various insurances, software licenses, etc., and facilitates processing of renewals and terminations.
• Provides administrative support on file management to other departments.
  
  

Asset Tagging

• Documented movements of assets
• Ensures proper turnover of company-issued items upon offboarding of personnel.
  
  

Corporate Administrative Support

• Liaises with vendors for flight bookings, hotel, and hotel transport arrangements of SYSTRA Group executives with official visits in SPI.
• Acts as Front Desk information to guests and visitors.
  
  

Profile/Skills

Qualifications / Skills And Knowledge Requirements

• Knowledgeable in Microsoft Office Applications.
• Trustworthy/ reliable
• Team Player
• Solution Oriented; and Leadership
• Ability to communicate well in written and spoken English
  
  

Educational Requirements

• Candidate must possess at least a Bachelor's/College Degree, any field.
• Required skill(s): MS Excel, MS Powerpoint, MS Word.
• 1 year Experience required.
• Preferred applicants that can start ASAP.
  
  

Systra is an equal opportunities company; this position is open to all applicants.