Team Assistant - Pepsi Lipton

Please Note: The deadline for applying is 23.59 the day before the job posting end date. Job Title: Team Assistant Pepsi Lipton Business Function: Pepsi Lipton Global / Europe Location: Kingston Work-Level: WL1B   JOB PURPOSE  The Team Assistant to our directors team is a key member of the Pepsi Lipton Global / Europe team, supporting the directors on day-to-day basis and working in close partnership with our wider global teams across Pepsi Lipton, PepsiCo and Unilever teams to ensure the smooth day to day support and management and organisation of multiple diaries and corporate meetings and events. RESPONSIBILITIES Your accountabilities include, but are not limited to, the following: Manage the assigned directors’ calendars, with full editorial access Responsible for managing Leadership Team invites on behalf of assigned leadership team Provide support to leadership and team events, assisting with organising meetings, events and workshops Coordinate calls with each respective assigned functional/regional team across our markets, and manage invites for project activation alignment calls as needed Responsible for arranging travel for directors, including accommodation, visas and cross-country diary management Reconcile expense accounts in Concur for all directors in both Unilever and PepsiCo systems Manage on-boarding of new employees within assigned business area whenever required. For both Unilever and PepsiCo employees, this includes but may not be limited to: GPID, laptop request (including 0365 access, PepsiCo portal), mobile phone, Concur T&E + Concur account, Amex application (where required), Egencia account. Coordinate requests/approval flow of above-mentioned tasks with other TAs/designated approvers on the system. Raise purchase orders (POs) for your respective business area in timely manner in MyBuy and SAP Resolve PO queries from suppliers promptly in line with our invoice payments via VIM (Vendor Invoice Management system in SAP) Re-align status PO reports with finance controllers, making sure POs are matched to bills and follow up with suppliers as required Provide support with new vendor set-up and POs to team members from the assigned business area as required, liaising with relevant teams (i.e. finance, Master Data Governance, Data Management Organization) Working closely with Finance and other key stakeholders, ensure approvers on the system are maintained up-to-date to ensure smooth approval flow on the system Assist with cyclical processes (i.e. end of year) to ensure data accuracy and timely submission of accounts Provide assistance/guidance where needed to Line Managers and any other ad-hoc admin tasks for the directors as required Build good rapport with key stakeholders/senior leadership team EAs/TAs and provide support when other assistants are on holiday Assist with onboarding and training of other EAs/TAs where needed, including systems and processes setup and training, JV/parent company onboarding and H&S training, organising security passes, tour of the building, guidance and professional contacts sharing. Assist with organisation of meetings and corporate events from start to finish as needed, liaising with organisers, agencies and other Team Assistants to ensure successful preparation and roll-out Assist with team members IT access/setup and ad-hoc office IT support Assist with office coordination and ordering of supplies as needed Coordinate and support team post, including posting of any items or samples Work as part of project teams (incl. cross-functional/regional projects) and support projects delivery as needed Build and maintain a successful professional network of business contacts in PepsiCo and Unilever to enable smooth operational and admin tasks, including parent companies’ BUs PA and business network and relevant IT and workplace support contacts (i.e. for international diary management, IT access/laptop support, onboarding of new team members, systems setup and support) Ensure effective management of multiple stakeholders on day-to-day basis Develop good understanding of our business model and priorities to enable appropriate support and problem-solving ALL ABOUT YOU Excellent people skills with the ability to build strong relationships and manage multiple stakeholders at all levels and across multiple functions and organizations. Strong problem-solving and organizational skills Solid previous experience in a similar role in a matrix organisation, ideally within FMCG Strong multitasking skills with the ability to manage competing requests at the same time Professional networking/external focus especially dealing with 3rd party suppliers Strong business acumen Ability to bridge Unilever and Pepsi systems and culture, and work seamlessly in a complex ecosystem Has a passion for the Lipton brand and growth of RTD business NOTES About Unilever Unilever is one of the world leading suppliers of Food, Home and Personal Care products with sales in over 190 countries and reaching 2 billion consumers a day. Unilever has more than 400 brands found in homes around the world, including Dove, Tresemme, Lynx, Lifebuoy, Shea Moisture, Persil, Domestos, Ben & Jerry, Magnum, Marmite, The Vegetarian Butcher, Graze and Pot Noodle. Faced with the challenge of climate change and the need for human development, we want to move towards a world where everyone can live well and within the natural limits of the planet. That why our purpose is ‘to make sustainable living commonplace’. What We Offer Not only do we offer a competitive salary and pension scheme, we also offer an annual bonus, subsidised gym membership, a discounted staff shop and shares. You’ll have the opportunity to work directly with our renowned and exciting brands in a flexible and hybrid working environment. Whilst the role is advertised on a full-time basis, we would be happy to discuss possible flexible working options and what this may look like for you. We are a key advocate of wellbeing and offer a variety of support for our people including hubs, programmes and development opportunities. We strive to achieve a family-friendly and inclusive workplace and to, above all, create possibilities for all. Diversity at Unilever is about inclusion, embracing differences, creating possibilities, and growing together for better business performance. We want to push boundaries, and have the flexibility needed to keep adapting in an ever-changing, more dynamic world. This means giving full and fair consideration to all applicants, regardless of age, disability, gender reassignment, race, religion or belief, sex, sexual orientation, marriage and civil partnership, and pregnancy and maternity. As part of your hiring journey, we are happy to support requests for reasonable adjustments, to improve your recruitment experience. To find out more, including more information about our Employee Resource Groups, please click here. Recruitment Fraud Cyber criminals advertise fake job adverts with prestigious employers as a way of stealing information or even defrauding individuals out of money. In the most sophisticated cases, they will set up fake websites, which have a similar address to companies like Unilever. They even conduct fake telephone interviews and then offer candidates a role with the proviso they pay a fee for background checks or to cover work visa costs.  These types of attacks are becoming more common as more people are looking for employment in the economic climate. How is Unilever tackling this? Many of Unilever recruitment sites publish a warning to candidates about recruitment fraud. The Cyber Security team also proactively scan for signs of people setting up fake Unilever sites and act to close them down. What can I do? If you become aware of potential recruitment fraud, spot fake Unilever recruitment adverts or fake LinkedIn profiles, report them via Una Live Chat. Unilever does not accept responsibility or liability for any candidates who are financially impacted by recruitment fraud. Your vigilance is key! We are one of the world largest consumer goods companies with amazing brands, dynamic people and a sustainable vision. We meet everyday needs for nutrition, hygiene and personal care with brands that help people feel good, look good and get more out of life. If you are ambitious, keen to learn and want lo lead, you have come to the right place. Explore our website and apply to be part of a company with more than 400 brands used by over two billion people everyday.