JAPAT Administrative Professional 80-10%ime - Basel - ref. k28887203
Summary
Location: JAPAT offices, Switzerland
About the role:
The JAPAT Administrative Professional is responsible for a diverse set of administrative, financial, and organizational tasks to ensure the smooth operation of the aviation department. The role involves 20% vendor management, 30% procurement-to-payment support, 20% administrative support for the accountable manager, 10% general administrative support, and 20% basic finance duties.This dynamic position requires strong organizational skills, independence, and professional interaction with both internal team members and external partners.
This comprehensive role is ideal for a detail-oriented professional who excels in administrative and financial tasks within a dynamic environment, ensuring seamless departmental operations.
About the Role
Key Responsibilities:
Vendor Management - 20%:
- Support the departmental manager in maintaining functional relationships with vendors, ensuring timely and cost-effective delivery of services and goods. Monitor vendor contract lifecycles and ensure timely renewal. Support the contract renewal process. Support the opening and maintaining of correct vendor master data in the Novartis systems.
Procurement-to-Payment Support - 30%:
- Assist department managers and cost center owners with procurement processes from initiation to payment. Support the timely and accurate processing of purchase orders and invoices. Coordinate with company Finance and other departments to align procurement and payment activities.
Administrative Support for the Accountable Manager - 20%:
- Handle complex administrative and organizational assignments independently. Schedule appointments and meetings, optimizing the manager’s time by prioritizing critical engagements. Track and remind the manager of upcoming deadlines and commitments for timely completion of tasks.
General Administrative Support - 10%:
- Inform, advise, and support the team and associates on departmental processes, guidelines, and services. Initiate and coordinate new or modified processes and manage their introduction.
Basic Finance Duties - 20%:
- Assist in monitoring departmental budgets, tracking expenditures, and ensuring alignment with financial goals. Prepare basic financial reports and summaries for departmental managers, ensuring accuracy and timeliness. Act as a liaison between the department and finance team for any financial inquiries or concerns. Supports the preparation of monthly accruals.
Essential Requirements:
- Proven experience in administrative roles, with a focus on vendor management, procurement, and basic finance support.
- Problem-solving: Identifies issues and develops effective solutions, particularly in finance-related scenarios.
- Strong organizational and multitasking abilities.
- Proficient in managing complex administrative tasks and processes.
- Excellent interpersonal and communication skills.
- Ability to work independently and take initiative.
- Experience with project coordination or management is preferable.
- Proficiency in relevant software and tools (e.g., MS Office, SAP, database management).
- Fluent English and German is preferred.
Benefits and rewards:
Read our handbook to learn about all the ways we’ll help you thrive personally and professionally: https://www.novartis.com/careers/benefits-rewards
Commitment to Diversity & Inclusion:
We are committed to building an outstanding, inclusive work environment and diverse teams representative of the patients and communities we serve.
Accessibility and accommodation:
Novartis is committed to working with and providing reasonable accommodation to all individuals. If, because of a medical condition or disability, you need a reasonable accommodation for any part of the recruitment process, or in any order to receive more detailed information about essential functions of a position, please send an e-mail to E-Mail schreiben and let us know the nature of your request and your contact information.Please include the job requisition number in your message.
Why Novartis: Helping people with disease and their families takes more than innovative science. It takes a community of smart, passionate people like you. Collaborating, supporting and inspiring each other. Combining to achieve breakthroughs that change patients’ lives.Ready to create a brighter future together? https://www.novartis.com/about/strategy/people-and-culture
Join our Novartis Network: Not the right Novartis role for you? Sign up to our talent community to stay connected and learn about suitable career opportunities as soon as they come up: https://talentnetwork.novartis.com/network(link is external)
Benefits and Rewards: Read our handbook to learn about all the ways we’ll help you thrive personally and professionally: https://www.novartis.com/careers/benefits-rewards