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Title:  Holding Assistant

Job ID:  22990
Country:  Netherlands
City:  Amstelveen
Professional area:  Administration
Contract type:  Permanent
Professional level:  Experienced

Japan Tobacco International (JTI): a multinational company producing worldwide well-known tobacco brands like Camel, Winston, and American Spirit. Together with 45.000 employees in more than 120 countries, we are working in one of the most challenging industries of today’s FMCG landscape.

 

Working at JTI

At JTI, we truly live according to our most important values and behaviors: enterprising (getting things done), open (empower people), challenging (challenge the status quo) and acting responsibly in everything that we do. We believe that a right balance between what we deliver (business goals) and how we reach this (behavior) will enable us to grow our full potential and talents. This translates into a personalized development plan and set of objectives on your position and for your ambitions in the future.

 

Working as Holding assistant at JTI

In this position you are responsible for the support to the Internal Audit, Global Tax, and Holding BV Finance departments in the administration of procurement, travel, reporting, and record keeping. This is a full time position.

 

Your main areas of responsibilities are:

INTERNAL AUDIT:

Audit Planning / TeamMate (Audit system) administration:

Audit Universe: assist in the collection of documentation and preparation of the file.

Team Schedule (TS) or equivalent tool: Entering the initial scheduling, requested changes, holidays, compensation days, trainings, etc., in TS.

Team Central or equivalent tool: Periodic follow up reminders for management actions to the action holder with the responsible Audit Lead Manager and Audit Director in CC.

Team EWP or equivalent :
- Ensure that all contacts (auditees) are available in the right projects.
- Create “issues” and “actions” once an audit report is published.
- Monitoring projects in TeamMate to ensure they are timely closed and when necessary, send reminders to Audit Lead Managers and Audit Directors to close TeamMate projects.
- Share list of remediation plan with FCG as per instructions

 

INTERNAL AUDIT/GLOBAL TAX/FINANCE: Document administration

- Perform quality checks (English language, spelling, formatting) on documents to be issued outside the departments and ensure that consistent formats are being used (audit reports, board reports, etc.)
- Assist in preparation of departmental documents / reports on a periodic or ad hoc basis (periodic calls, events, periodic reporting etc.).
- IA only: Maintain a file with all Audit Reports issued outside of the department (draft and final)
- IA only: Assist in updating IAD templates

 

INTERNAL AUDIT/GLOBAL TAX/FINANCE: Departmental and office administration

- Assist in the preparation of outgoing correspondence.
- Keep the IA/GT/FI organisation charts up to date.
- Manage newspaper and magazin subscriptions.
- Ensure timely availability of office supplies and procure those which are not available centrally.
- Ensure confidential information is suitably stored.
- Open, read, and sort incoming departmental mail.
- Maintain paper / electronic filing for VPs and Directors.
- Maintain the departmental archives (paper and digital) with legal documents as per legal. requirements and/or departmental retention policy.
- Maintain GDPR compliance and escalate any issues if identified.
- IA only: Maintain a record of travel compensation days and provide periodic reports to Directors.
- IA only: Assist in the preperation of KPI dashboard
- IA only: Assist in updating IA Policies
- Assist in keep departmental online information up-to-date

                                                                                              

INTERNAL AUDIT/GLOBAL TAX/FINANCE: Human Resources

Be the HR contact on behalf of these corporate functions and liaise with the People & Culture Manager Holding:
Be the overall HR administrative contact for IA/GT/FI:
- Contact for office facilities and fleet manager (e.g. desks, furniture, cars, IT, managing “hot desks”).

 

People moves:
Prior to the commencement of a new employee, or when leaving, arrange the following allocation/removal:
- Visa card (if relevant)
- Swiss permits / Authorization planning (beginning of year)
- Mobile phones
- Computer equipment and relevant passwords required (laptop, LAN, internet)
- Office, desk and stationary
- Keys/cards for entering garage/building
- Car (if relevant)
- Booking temporary accommodation
- Relocation support in liaison with the People & Culture Manager Holding
- Name cards

Prior to the departure/separation of an employee, ensure that relevant items from the above list are properly returned/terminated/cancelled (as appropriate).

 

HR administration:
- Events / team conferences: research locations and options, negotiations, PPO liaison, room bookings, collation of presentations, transportation etc.
- Recruitment: interviewees’ travel, visas, expenses, interview scheduling, logistics, meet and greet, office tours
- Training: managing training log and budget.
- Ad hoc: various analyses as required (eg summarizing headcount changes, vacation consumption).
- IA only: Job Assignment Reviews (JARs): Save JARs to the shared folder, provide reminders, ensure completeness, manage access to folders, provide a summary pack for 6 monthly review meetings.

                                                                                                                                                                

Who are we looking for?

You are a seasoned executive assistant who has a flexible and can do attitude, likes to work with different senior stakeholders. We are looking for a native (preferred) English speaking professional who is also able to speak Dutch. You have an excellent command of Microsoft office (especially Excel). Familiarity with SAP is beneficial. You don't have a 9-5 mentality.

 

Manage various tasks and projects as they arise.

 

What do we offer you?

  • An exciting position in one of the most challenging industries of today’s FMCG landscape;
  • Much attention and possibilities for your personal and professional development;
  • A fulltime job in a passionate and diverse team;
  • Competitive salary;
  • Excellent benefits;
  • Great working conditions;
  • Opportunities to work and evolve in an international environment.

 

Any questions?

Are you excited about the description above but still have some questions? Do not hesitate to contact us. For this vacancy, you can contact An An Knape from the People & Culture department via; anan.knape@jti.com


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