Departmental Administrator - British American Tobacco

BAT is evolving at pace into a global multi-category business. With products like VELO, VUSE and GLO we are on a mission to decrease the health impact of our industry. To achieve our ambition, we are looking for colleagues who are ready to Be The Change. Come, join us on this journey!

SENIORITY LEVEL: Non-Management

FUNCTION: Marketing

SALARY RANGE: Competitive salary + excellent benefits + market leading bonus

LOCATION: South Africa, Cape Town

REPORTS TO: Cluster Head Of Marketing Deployment SA & BLNE

ROLE POSITIONING AND OBJECTIVES

You will be providing secretarial and administration support to the Trade Marketing Office Department whilst ensuring administrative and clerical duties are efficient and effectively performed for the smooth running of the departments.

WHAT YOU WILL BE ACCOUNTABLE FOR

Perform a secretarial function to assist in the daily administration activities including:

• Filing of documentation and electronic data/information, opening new files, circulation of reading material
• Co-ordinate Workgroup schedule in respect of Records Management and attend to destroying files
• Accurate, speedy typing, and drafting of memos and letters as appropriate.
• Processing of incoming mail, clearing and distributing of mail, messages, photocopying, typing and forwarding of faxes
• Compile/collate monthly reports and submit a combined report before the deadline.
• Review and update department Year Planner.

Expense management

• Manage intercompany recharges and financial processes.
• Track budget tracking and prepare monthly reporting. Draw Activity-Based Budget Reports to keep track of expenses.
• Manage Procurement and payment process.
• Process quotes and invoices. Generating electronic purchase orders. Keep records of all debit notes paid; follow up payments where necessary.
• Processing/obtain relevant approval of Capital Expenditure Requests.
• Create new vendors and update existing vendors on TaO.
• Draw Vendor Reports from SAP for status of payment to Vendors.
• Monthly control of expenditures for entire departmental team i.e. budget variance report, journals arising from discrepancies on variance report, including operating cost and project cost.

Trade and Customer Marketing

• Act as Cosmos administrator ensuring updates on joiners and leavers and send updates to Hogarth..
• Liaise with suppliers when assisting on Projects.
• Provide Vendor/Accounts with new price lists immediately once available after price increase notices.
• Assist with capturing of pricing claims (Pick ‘n Pay and Shoprite Checkers).
• Managing of all relevant contract SLAs and lease agreements, ensuring timeous payments are made and contract renewals are done if and when required.
• Update scorecard monitoring volumes and other relevant metrics.
• Create inbounds for stock delivery (SPECIALISED WORK).
• HR new joiners Credit Card & RMAT re Cell phone, Computer, Telephone, Access

ESSENTIAL EXPERIENCE, SKILLS AND KNOWLEDGE

• Around 3 years secretarial and/or administrative assistant experience in a medium to large concern
• Experience of reporting to a Senior Manager and/or working with senior management teams
• Fully bilingual, excellent English written and verbal communication.
• High degree of PC literacy and proficiency in personal productivity tools (MS Office, Lotus Notes and SAP)
• Excellent telephone manner with an overall pleasant disposition
• Outstanding interpersonal skills with the ability to liaise effectively at all levels.
• Methodical attention to detail with excellent organisational skills and flexible work style
• Excellent performer under pressure to meet deadlines.
• Show willingness to work in a cooperative environment with common objectives.

What we offer you?

• We offer a market-leading annual performance bonus (subject to eligibility)
• Our range of benefits varies by country and includes diverse health plans, initiatives for work-life balance, transportation support, and a flexible holiday plan with additional incentives
• Your journey with us isn't limited by boundaries; it's propelled by your aspirations. Join us at BAT and become a part of an environment that thrives on internal advancement, where your career progression isn't just a statement – it's a reality we're eager to build together. Seize the opportunity and own your development; your next chapter starts here.
• You'll have access to online learning platforms and personalized growth programs to nurture your leadership skills
• We prioritise continuous improvement within a transformative environment, preparing for ongoing changes