Administrative Assistant/Delegated Buyer

Main Purpose: Function: Provide high level, timely and effective administrative support for an office, business units department, or other organization group having a good understanding of technical and business vocabulary and a detailed knowledge of the organization’s operations, procedures, methods, practices and people. May handle department specific clerical activities and responsible to provide improved professional and efficient support service to Puma customers and internal employees. Knowledge Skills and Abilities, Key Responsibilities: Key Responsibilities:

1- Answer telephones, screen calls and take messages from external or internal sources so that callers/visitors are dealt with promptly, courteously, and accurately; respond to more complex or escalated enquiries from other administrative/managerial staff. 2- Coordinate internal and external meetings so that they run smoothly. This may include meeting times, and ensuring that various meeting amenities are available. 3- Travel organization: Preparation of extensive and global travel and hotel arrangements. Dealing with last minute changes in a very fast-paced environment (book flights, hotels, taxis, airport pickups…). Being able to liaise with staff members and clients globally.

Preparation and communication of itineraries, arranging visas and other travels documents (ESTA, passport renewal)4- Communication: Attend to all visitors, e-mails and meetings. Answer the phone, taking messages when necessary and announce visitors in a professional and friendly way. Ensure that meeting rooms, reception, cafeteria and other common areas are kept tidy at all time. Update the internal telephone list and distribute. 5- Customer Service: Attend permanently reception area. Keep abreast of the Organizational structure of Puma so that calls may be redirected effectively. Solve/redirect problems with calls and external costumers. Support to internal costumers.

Coordinate the purchase of Stationary orders. Manage the purchasing process. Courier service: parcels / deliveries / distribution. General office queries / solves problems / direct person to relevant people. Book local shuttles upon request. Reception of invoices and issuing pay confirmation with suppliers6- Efficiency: Accuracy in the process of receiving invoices, issuing pay confirmation. Emission of reports in relation to processes in charge to ensure the correct execution and to have an adequate control. Accuracy in sending, receiving and distributing correspondence. Accuracy of receipt of payment orders. 7- Organization: Supervising cleaning activities in liaison with team.

In addition to these duties, the job-holder may be required to carry out other duties from time to time like secretarial duties. 8- Control and Compliance: Looking for savings in budget assigned (metric 10%). Ensure the correct application of Procurement guidelines and processes. 9- Coordinate internal and external meetings so that they run smoothly. This may include scheduling meeting times, making travel arrangements for attendees, and ensuring that various meeting amenities are available. 10- Delegated buyerPurchase and distribute office supplies and materialsKYC Processes11- Support in organization of HR employee activities. Requirements: Experience:

High school diploma or equivalent2-3 years administrative / clerical support experienceAny appropriate combination of education, certifications and/or relevant work experience will be considered. Skills: Advanced expertise with office systems applications. MS-Word, Excel, PowerPoint, Outlook. Proficiency with standard office software and equipment; knowledge using internet and e-mail; excellent verbal and written skills in local languageCompetencies:

Ability to communicate with all levels – written and spokenHighly organised; analytical skills; service orientationSense of urgencyMotivatedResponsibleMust be able to work without supervisionShould possess a pleasant phone manner and professional demeanorClose attention to detail and ability to handle multiple tasksMust follow through on tasksStrong interpersonal skills Ability to set/prioritize management schedule effectivelyAbility to meet deadlines in a fast paced environment and to exercise discretion in handling confidential matters. Key Relationships and Department Overview: Internal – All areas / employeesExternal – Visitors, customers, Suppliers