Job Description
Department: General Administration Dept.
Job Title: Assistant HR & Administration Dept. Officer
Reports to: Head of GAD
Closely related position in other depts. All the other depts.
Principal Purpose of the job
Play an active and innovative role in supporting the Department
Main Responsibilities
1. Suppliers and maintenance management for different office's needs: maintenance, stationery, organising office cleaning, invoice reconciliation, etc. Keep the vendor table constantly updated.
2. Invoices management: download invoices received from dedicated PEC email and distribute them to the in-charge department, review the invoices related to GAD and match the content and amount with service, products, and contracts. Cooperate with the FA team to process the payment procedure.
3. Security Management. Support the site security management of Milan branch and Rome office in compliance with the local requirements. Coordinate the preventive actions to guarantee safety at the working place. Complete all the periodical maintenance of the branch's facilities (including the electrical system, air conditioning system, filters, etc.) and the safety and security equipment according to the local regulation.
4. Policies and Procedures: Support to manage the clean desk check, gift acceptance, and the ledger for low-value consumables.
5. Reception. Contact with the gatekeepers on daily basis to collect and distribute newspapers and mails. Receive external guests coming to the office.
6. Archive management at branch level. Collect and manage the files received from other departments in the archive room, including credit files, KYC files, suppliers' contracts, etc. Also, support to file documents of the department.
7. The Secretary of the Management Committee. Attend and take minutes of the Management Committee meeting monthly.
8. Assist team building activities and events organisation if any.
9. Assist the Head of Department during the recruiting process and internship procedures if necessary.
10. Accomplish other HR jobs assigned by the Department Head.
Qualifications
1. Fluent Italian, Chinese and English. Good communication skills
2. Skilled in word, power point, excel, and common office software.
3. Self-motivated, with the ability to manage multitask and work under pressure
4. Proactive traits and learning skills
5. Driving licence is considered a plus
To apply for the position, please send your CV to simona.ranallo@it.icbc.com.cn
