Communication and Admnistration Assistant

Req ID:84622

We create smart innovations to meet the mobility challenges of today and tomorrow. We design and manufacture a complete range of transportation systems, from high-speed trains to electric buses and driverless trains, as well as infrastructure, signalling and digital mobility solutions. Joining us means joining a truly global community of more than 38 900 people dedicated to solving real-world mobility challenges and achieving international projects with sustainable local impact.

Job Title & Purpose

Job Title

Communication Assistant and Admin

Purpose of the Job:

To manage organisational support to communications team and the CEO. A wide-ranging and responsible role requiring strong administrative‚ IT‚ organizational and communication skills and a proactive ‘can-do’ attitude.

This position is related to the financial follow up of the CEO’s office and Communication department to ensure the financial internal processes are followed (RFQ, purchase requests, PO’s, invoices) and to develop and contribute to strengthen the relationship between Gibela and its key suppliers as well as sustaining a positive reputation of Gibela.

Position in the Organization

Organisation Structure:

CEO/ Head of Communication/ Communication department

Reports directly to:

CEO/Head of Communication

Mission

Measurement

Prepare agendas, conduct research and manage communication projects.

Create databases and spreadsheets as well as help prepare newsletters, reports and presentations.

Support site visits, collation of information for press releases and assist with public relations functions. planning meetings, scheduling appointments, reviewing communiqués and operating office equipment.

Performance measurements: (OTD)

Ensure satisfaction and delivery in due time, as well as anticipation on activities executed.

Service delivery accuracy, robustness, timeliness

Efficiency of co-ordination of activities

Tasks & Responsibilities:

Accountabilities:

Coordination of exco, board, steering committee calendars

Provide full administrative support to the CEO and communication team – manage agenda, arranging meetings, preparing correspondence and presentations, organizing travel arrangements, managing expense sheets, and approving (by delegation) travels and expenses of the CEO’s direct reports.

Support the communication team in creating and publishing of communication content for OPS brief/Newsletter/Corporate

Support the communication team in reviewing of media coverage

Assist in creation of communication collateral

Support Communications team organisation of roadshows/site visits

Ensure the financial internal processes (60%)

Check providers financial proposals given by CEO/communication team

Create the finance systems purchase request

Follow-up with finance, purchasing department and accounts department smooth running of processes

Control and validate invoices received – based on the providers proposals and agreement of the person in charge of the file

Manage the internal and external invoices

Check the budget allocation in accordance to the organization

Improve and rationalize the existing tools

Organize regular meetings with different departments involved and propose new operation tools in order to simplify internal processes

Manage organizational support to

Support of Communication team (Information – Brand – Financial Communications – communications – Events) Provide administrative support: travels arrangements, manage expense bills

Provide full administrative support, manage meetings …

Candidate Requirements

Educational Requirements

Mandatory:

Qualification in Communications/Journalism or similar qualification

Desirable:

Bachelor’s degree is preferred

Experience

Five (3) years of experience supporting an executive role

Proficiency in MS Office with expertise in Word, PowerPoint and Excel

Confirmed experience in verbal and written business correspondence in vernacular and English

Full comprehension of office management systems and procedures

Competencies & Skills

Able to interact and communicate courteously and professionally, both orally and in writing among all levels in the organization

Ability to establish priorities, and meeting deadlines

Ability to adapt quickly

Ability to work in a fast-paced environment with demonstrated ability to juggle multiple tasks and competing demands

Proactive and autonomous

Excellent written and verbal skills

Structured and well organized

Ability to adopt and live up to the company values

An agile, inclusive and responsible culture is the foundation of our company where diverse people are offered excellent opportunities to grow, learn and advance in their careers. We are committed to encouraging our employees to reach their full potential, while valuing and respecting them as individuals.

Job Type:Experienced

Job Segment: Communications, Office Manager, Administrative Assistant, PR, Marketing, Administrative, Research