Department Assistant

JOB TITLE & PURPOSE OF THE JOB

Job Title: Department Assistant (Engg)

Job Code: GM-AS-00

Purpose of the job:

To manage organisational support to Engineering Director India / RSC APAC VP and team. 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 Engineering department to ensure the financial internal processes (Opecom, quotations, purchase requests, invoices) and to develop and contribute to strengthen the relationship between Alstom Transport and its key suppliers as well as sustaining a positive reputation of Alstom.

POSITION IN THE ORGANISATION

Organization structure:  

APAC Region Engineering department

Reports directly to:

Vice President APAC  /  SED India

Network & Links   Position title of connected positions / functional report

Internal

• Department / Metier Heads and Engg. Directors / SEDs.

External

• Vendors, External stakeholders

ACCOUNTABILITIES & AUTHORITIES

Accountabilities:

• Provide full administrative support to the SED / RSC VP, managing agenda, arranging meetings, preparing correspondence and presentations, organizing travel arrangements, managing expense sheets, and approving (by delegation) travels, vacations and expenses of his/her direct reports.
• Prepare and attend Site management meetings: agenda, files, minutes.
• Support Engg team organisation of roadshows (investor relations)
• Coordination of Regional teams (create standard templates, follow calendar of events…)
• Support events team when rush activity
• Follow up the entire process from purchase order request to payment, liaise with suppliers and internal stakeholders accordingly and ensure processes are implemented internally and externally until final payment to supplier

Improve and rationalize the existing tools (10%)

• Organize regular meetings with different departments involved (sourcing, purchasing department)  and propose new operation tools in order to simplify internal processes

Manage organizational support to (10%)

• Support of Engg team  and provide administrative support: travels arrangements, manage expense bills…

Performance measurements:   (OTD, QCD, Sales, PMC, Orders, Gross margin, etc.)

• Ensure satisfaction and delivery in due time, as well as anticipation.
• Service delivery accuracy, robustness, timeliness
• Efficiency of logistics management