Office Assistant

Responsibilities:

• Provide necessary financial managerial and other types of support for the Office.
• Provide full administrative and support service to the Director and to the staff (team).
• Undertake responsibility for ensuring all office related supplies and services are provided and maintained to meet needs of the Offices staff and in compliance with Visa internal policies and local legislation.
• Undertake specific projects/activities as requested by the Director.
• Provide operational support to BD staff as required to ensure projects are being completed in timely and in comprehensive manner.

Principle Responsibilities/Key Results Area:

Procurement Support:

• Procurement execution. Liaison with hub based team as representative for local office.
• Ensure all office supplies are maintained at the correct levels and be responsible for purchases as agreed with facilities management
• Local supplier / vendor coordinator
• Completion of forecasts in quarterly basis organization of set up process of new vendors creation of POs receiving of invoices in the Procurement system.

Accounting Support:

• Internet banking payments input.
• Monitor and maintain Corporate card users list with the issuing bank.
• Ensure proper usage of corporate/purchasing cards.
• Support for payroll and HR Admin docs physical handling for signatures as per requests from hub.
• Accounting and tax reports filing.
• Work closely with EY on updates of Office Statutes JDs Org Charts and Office Operational Procedures.
• Archiving and secure storage of confidential documents.
• Ensure that all office payments (rent operating costs connectivity cleaning etc.) are paid on time.

Business Expenses:

• Check arrange authorisation and process all local travel and entertainment claims reimbursing employees in a timely manner.
• Support in management of the local corporate card programmes for employees of the Office.

Office Procedures Support:

• Set up implement and maintain new and revised procedures for the Office as and when required i.e. health and safety Vendor information staff information etc.
• Physical security management.
• Facilities building management liaison for all premises matters.
• Administration management of floor plans work station allocations contact lists and notifications.
• Office equipment management.
• Computer and wireless device management.
• Local mobile service coverage.
• IP Phone administration management.
• Provide updates to Facilities team as and when required.
• Office needs service: printers maintenance stationeries taxi service.
•  Manage relationship with the maintenance services and office receptionist provider.
• Courier services management.

Administration:

• Undertake all administration duties for all members of the Office and visitors as directed including travel arrangements and itineraries.

Meetings Events and Support:

• Liaising with Visas Regional offices and Hubs and Visas Business Development Regional Office Support team to ensure that Visa Client and Visa employee visits are co-ordinated in an effective and timely manner.
• Support any other special events meetings and conferences locally.

Communications:

• Communicate effectively with all Visa employees in the Office Visas branches and offices in Kiev and other Visa offices to ensure an awareness of the local requirements and to provide assistance in a timely and effective manner.

Business Development Support:

• Support in operational project work as required to ensure high quality and timely execution / completion of different business related projects with Clients.
• Functional support as required.

Strategic Nature Mgmt Accountability & Scope:

• Primary focus is execution within defined parameters.
• Support the Offices team to ensure successful completion key initiatives.

Decision Making & Complexity:

• Directly support the Offices staff whether in an office location or not. 
• Brings to attention of the Line Manager / Director issues that require escalation.
• Solves a range of straightforward problems analyzes possible solutions using standard procedures. Receives a moderate level of guidance and direction.

Financial & Organizational Scope:

• Individual contributor not directly responsible for managing a budget.

Reporting Relationships & Interactions:

• Work cross-functionally and geographically with other department heads and team members regionally and globally.

This is a hybrid position. Expectation of days in office will be confirmed by your hiring manager.

Qualifications :

• Higher Education.
• Perform general administrative / accounting duties.
• Interpersonal and communication skills (written and verbal) are essential as the job requires liaising with vendors by email and phone on a daily basis.
• Competence in Microsoft Office (Word Excel PowerPoint Outlook) and the web.
• Previous experience of working in an international environment required.
• Good judgment diplomacy and tact are essential with the ability to work with staff at all levels of seniority throughout the organization.
• Personal effectiveness coupled with a high degree of diplomacy and tact.
• Ability to work closely with other team members in a small team environment.
• Ability to work on own initiative.
• Attention to details is essential.
• Fluency in English and Serbian.

Preferred Experience:

• The ideal candidate will be analytical and self motivated adapt at working independently or in a team across all levels on multiple and varied tasks often under pressure.
• Intuitive responsible problem solver and not afraid to challenge.
• Ability to multi-task and able to work with minimal supervision.

Key Competencies:

• Teamwork and collaboration interact effectively and respectfully with others across organization to maximize group effectiveness achieve optimum performance.
• Computer Literate Comfortable with technology and the use of standard office programs and networks.
• Customer/Client orientation driven to meet or exceed consumer expectations.
• Project Management clearly articulating project scope and objectives meeting deadlines time management contingency planning approval channels and procedures budgeting organization vendor and client capabilities and tracking and monitoring procedures.
• Self-directed and motivated.

Additional Information :

Visa is an EEO Employer. Qualified applicants will receive consideration for employment without regard to race color religion sex national origin sexual orientation gender identity disability or protected veteran status. Visa will also consider for employment qualified applicants with criminal histories in a manner consistent with EEOC guidelines and applicable local law.

Remote Work :

No

Employment Type :

Full-time