COE Administrative Assistant (contingent worker)

COE Administrative Assistant

(contingent worker)

Responsible for the following activities and the support of the COE team: across the areas of Payments Management, Vendor Creation and Management, Invoice Management, and Legal Agreements Management.

This is a part-time role. The ideal candidate would be available to work three days a week with the option to increase to five days a week if needed at a later stage.

POSITION RESPONSIBILITIES

In order of importance, list the primary responsibilities critical to the performance of the position.  It is recommended not to list actual tasks but focus on essential responsibilities that highlight accountability and level of judgment required.

Percent of Time (sum of responsibilities  should equal to 100%)

Payments Management 40%

• Creation of Purchase Orders using internal payments system Ariba

• Become an expert on the Purchase Order process

• Become knowledgeable on TAP (Transaction Approval Point) and create requests

• Update team on status of requisitions where required

Vendor Creation and Management 20%

• Creation of new vendors, extend and update new vendors where required

• Take responsibility for ensuring vendors are set up in the system and liaising with them to facilitate the process

• Understand and be familiar with compliance procedures and processes

• Maintain vendor contracts

Invoice Management 20%

• Gain high level understanding of SAP Vendor Invoice Management (VIM)

• Using SAP, be able to check the status of payments and provide team members with updates

• Receive and approve vendor invoices in SAP after approval by budget holder

Agreements 10%

• Become knowledgeable on all legal agreements used to support payment requests

• Maintain and update live agreement status sheet

• Coordinate signing of legal agreements using Adobe Sign

• Act as a safeguard for all contracts before finalisation and ensure all contracts are filed accordingly

Other ad-hoc payments/invoice related tasks as they arise 10%

ORGANIZATIONAL RELATIONSHIPS

Provide the primary groups or key positions that this position will have interaction with as a regular part of the position responsibilities.  Include any external interactions as appropriate.

Key Stakeholders

• COE VP Support and Communication Specialist

• Zoetis P2P team

• COE Legal Partner

• COE budget holders

EDUCATION AND EXPERIENCE

Indicate the formal education, certification or license required and/or preferred. Include the minimum number of years of relevant experience required for the position (where legally permissible).

• University degree or in process of getting higher education;

• Fluent in English

• Experience in Windows environment; knowledge of Concur, E-flex, Ariba would be an advantage.

• Discretion, impeccable business ethics

TECHNICAL SKILLS REQUIREMENTS

Indicate the technical skills required and/or preferred, as applicable.

Knowledge of Ariba, SAP, SAP VIM, Adobe Sign

Any unsolicited resumes sent to Zoetis from a third party, such as an Agency recruiter, including unsolicited resumes sent to a Zoetis mailing address, fax machine or email address, directly to Zoetis employees, or to Zoetis resume database will be considered Zoetis property. Zoetis will NOT pay a fee for any placement resulting from the receipt of an unsolicited resume.

Zoetis will consider any candidate for whom an Agency has submitted an unsolicited resume to have been referred by the Agency free of any charges or fees. This includes any Agency that is an approved/engaged vendor but does not have the appropriate approvals to be engaged on a search.