Senior General Affairs Coordinator

Ocean Network Express (Europe) Ltd

Looking for an exhilarating adventure in the shipping industry? Look no further than Ocean Network Express! We are seeking talented individuals who are passionate about joining our dynamic team and shaping the future of global trade.

At Ocean Network Express, we believe that our employees are the cornerstone of our success, which is why we prioritise a culture of respect, innovation, and personal development. With our cutting-edge technology, industry-leading practices, and commitment to sustainability, Ocean Network Express promises to take your career to new heights. Join us today and be a part of a voyaging team that is shaping the future of global ship.

Job Purpose

Working within the General Affairs department, assisting to ensure that all EUA offices are functioning in accordance with the company’s established procedures, rules and regulations and assist in finding solutions for any issues that may arise. The role will include employee training, system support, expense auditing, general administration duties and other designated projects.

Primary Job Responsibilities and Measurement

1. Corporate Administration

PROCUREMENT SYSTEM

• Assist in the implementation of a new purchase order new system.
• Become a super-user for EUA and focal point for problem solving and responding to queries.
• Enter and maintain all local contracts for the London office.

CONCUR

• Super-User for EUA and focal point to all employees for problem solving and responding to queries.
• Maintain accounts within Concur, ensuring all data is up to date across all EUA offices.
• Roll out training across EUA to ensure users are familiar and are comfortable with the system.
• Work with GHQ Service Desk, testing workflows and taking responsibility for the creation of new fields and data feeds as required.

EXPENSES

• Conduct monthly audits across EUA to ensure employees are compliant with the current Credit Card, Business Expense and Gifts & Entertainment policies.
• Follow up with any discrepancies and take appropriate action where required.

CREDIT CARDS

• Assist with the procurement of Corporate Purchase Cards across EUA.
• Manage all corporate credit card applications/lost credit cards etc.
• Ensure all corporate card users, have received, and signed ONE’s Credit card policy.
• Responsible for the follow up of all unsubmitted credit card claims in Concur with the UK Agency and London RHQ.

POLICIES

• Upon management direction assist in the reviews/updates and implementation of EUA’s governing policies, such as but not limited to Business Expenses, Corporate Credit Card, Gifts & Entertainment, Travel & Indirect Purchase.

2. Corporate and Social Responsibility

• Be fully conversant with ONE’s CSR policy and assist in reviewing, analysing, and managing all EUA CSR enquiries that come into the CSR mailbox.
• Drive engagement for CSR across EUA and ensure events are arranged for key initiatives within the GHQ CSR calendar.
• Assist EUA offices where required with their CSR initiatives.
• Responsible for prior planning and execution of activities and initiatives for RHQ to carry out, ensuring they are in line with the focus given by GHQ.

3. Travel

• Responsible for data feeds from ONE’s HR system to the Travel Management Company.
• Assist with Travel projects, such as contract review, implementation etc.
• Responsible for travel arrangements and subsequent invoice settlement in absences of travel booker.

4. Mobile Phone & Company Car Administration

• Be fully conversant with ONE’s Mobile Phone and Company Car policy.
• Responsible for the upkeep of all mobile phone records, including the allocation of company mobile phones, the reporting of individual spend to department heads and the review and payment of monthly contract invoices.
• Responsible for the maintenance of ONE’s mobile phones.
• Liaise with ONE’s mobile phone provider to solve issues as they occur.
• Assist with the procurement of lease vehicles for eligible employees, in line with ONE’s company car policy.
• Responsible for the upkeep of ONEs car lease data base.

5. Reception

• Support Receptionist; greet visitors, Log visitors with building reception, answer telephone, screen, and direct calls, ordering of refreshments for business meetings.
• Ensure that the reception area is maintained to the highest possible standards i.e. clean, tidy, and well-presented always.

6. Other

• Assist with day-to-day administration duties and ad hoc projects as and when required.
• Maintain confidentiality of Client, Company and Staff information at all times.

Scope of Role Budget

Budget

• N/A.

People Management

• No Direct Reports.

Location: London RHQ.

Problems / Challenges faced

• Juggling a busy workload whilst consistently adopting a professional manner reflective of the company when dealing with customers both internal and external.

Skills, Qualifications and Expertise

• Minimum of 2 years’ experience in a similar role.
• Experience with purchasing systems.
• Experience of SAP Concur Business Expense and Travel admin preferred.
• Experience of “Service Now” platform preferred.
• Reception and switchboard experience.
• Good level of competence using Microsoft Office / G-Suite programmes.
• Confident in dealing with a wide variety of people.
• Pro-active nature.

Competencies

• Customer Focus.
• Communication.
• Problem Solving.
• Planning and Organisation.
• Innovation and Improvement.
• Teamwork.

Key relationships

• Responsible for projecting the professional, efficient, and friendly ‘public image’ of ONE to external / internal callers and visitors.

What we offer

• Paid annual leave of 25 days per annum plus UK bank and public holidays.
• An excellent performance-related pay award and discretionary annual bonus linked directly to their performance in addition to annual review.
• Hybrid working.
• Permanent Health Insurance.
• Plus many more, to find out more click ‘Apply Now‘ below.