CPD Operations & administration

Payment Process - Purchase & Invoice Management with below activities for all the indications in CPD

• SAP - Ariba System - Vendor code creation for Growers, University & Third-Party vendors
• Purchase order creation - University vendors / Third Party vendors concern with all indications in CPD.
• Feeding the data in Easy procure for F1 vendors for NPO vendors.
• G SAP Activity, Invoice verification & payment update using SAP system.

Administrative support

• Administration support - For Key R&D meetings
• Administration support for the Head of CPD AMEA & JANZ
• NFTE Management
• Month & year end provisions in support of Finance CPD
• Support onboarding new staff on administrative processes, systems, and tools.
• Serve as the primary contact for general operational or administrative inquiries, with knowledge of organizational policies and procedures.
• Manage email distribution list, shared folders/team space, document repositories.
• Liaise with visitor’s admin assistant on travel, agenda details, assist in local accommodation and transportation arrangements, if required
• Setup meeting rooms, calendar invites, office/desk for VIP (if required), food and beverages (if required.)

CPD Capex

• Support CAPEX process for regions AMEA & JANZ in close collaboration with CU CPD Heads and the CPD Finance BP.

Accountabilities

Payment Process - Purchase & Invoice Management with below activities for all the indications in CPD

• Collection of documents, vendor code creation in Ariba system, feed the data in Ariba system & follow up with Ariba procurement team till vendor code is created in system.
• Raising SHC in Ariba GSAP system - Easy procure across all CP trialing locations - Growers/Hubs/ Service Providers. Raising SHC for the Non F1 vendors by following the IP policy.
• F1 vendors - Payment Voucher creation for payment process.
• For Non F1 vendors - Invoice verification, GRN, service entry in SAP system for payment process.
• For University vendors: Raising advance payment request with proper approvals as per DOA & knocking off the advance on receipt of Tax invoices.
• For F1 vendors - loading the data in GSAP, GRN performance, posting the payment & update to field biology team as & when required.

Administrative support

• To provide the administration support to key CPD Regional meetings held across CPD AMEA & JANZ.
• Handle calendars, dealing with multiple and/or urgent meetings, scheduling meetings and zoom calls, internally and externally for the Head of CPD AMEA & JANZ when require.
• Manage all travel arrangements and related activities. Arrange and coordinate domestic and international travel arrangements (air, hotel accommodations and ground transportation); prepare detailed itineraries, required travel visas/documents, and assure accuracy and timely delivery of plans/tickets to the Head of CPD AMEA & Janz.
• Handle T&E expense claims, generate purchase orders, and process payments to external vendors such as memberships, subscriptions, training for the CPD Regional team.
• Arrange and coordinate local & offsite events: venue sourcing, contract negotiation, agenda planning, meal coordination, and onsite support for the CPD Regional team.
• Manage and maintain Team Space/SharePoint, ensure timely updating of documents, files, and records for improved efficiency & easy retrieval for the CPD Regional team.
• Facilitate effective communication with internal divisions, functions, and external organizations.
• Maintaining confidentiality and handling sensitive information with utmost discretion.
• To provide regular month end & year end provisions by coordinating with all the internal stakeholders.

CPD Capex

• Uploading the capex proposals in PPM system for approvals as per the DOA & follow up till approval. Internal Order creation, IP negotiation etc. needed for capex procurement.
• Vendor code, PO creation by following Syngenta procurement policy. Invoice Processing
• Project closure & capitalization process

As a world market leader in crop protection, we help farmers to counter these threats and ensure enough safe, nutritious, affordable food for all – while minimizing the use of land and other agricultural inputs. Syngenta Crop Protection keeps plants safe from planting to harvesting.  From the moment a seed is planted through to harvest, crops need to be protected from weeds, insects and diseases as well as droughts and floods, heat and cold. Syngenta Crop Protection is headquartered in Switzerland.

Critical technical, professional and personal capabilities

•  Communication Skills: Clear and effective communication is essential for interacting with colleagues, clients, and external stakeholders.
• Organizational Skills: The ability to manage multiple tasks, prioritize work, and maintain efficient systems is crucial for success in an administrative support role.
• Attention to Detail: Being meticulous and thorough in tasks such as proofreading, data entry, and document management is important for maintaining accuracy.
• Adaptability: Administrative support roles often require flexibility and the ability to adapt to changing priorities and situations.
• Problem-Solving Skills: The capacity to identify issues, propose solutions, and make decisions independently when necessary is valuable.
• Customer Service Orientation: A focus on providing excellent service to both internal and external customers can greatly enhance the effectiveness of administrative support.
• Time Management: The ability to prioritize tasks, meet deadlines, and efficiently use time and resources is crucial in a fast-paced administrative environment.
• Teamwork and Collaboration: Working well with others, being supportive, and contributing to a positive team environment is important for overall productivity.
• Confidentiality and Discretion: Handling sensitive information with care and maintaining confidentiality is a key aspect of administrative support roles.
• Professionalism and empathy: Demonstrating a professional demeanor, both in-person and in written communication, is essential for representing the organization positively. Empathize with the needs and concerns of colleagues, clients, and visitors

Qualifications

Education, Knowledge, experience & capabilities

• A bachelor's degree in business administration, management, or a related field is preferred.
• Experience: at least 5 years of experience in administrative roles, including managerial support experience. This experience should demonstrate progressively increasing responsibility and leadership.
• SAP/ GSAP/Ariba system knowledge