Administration and Operations Team Leader

3 settimane fa

Roma, Lazio, Italia Bioversity International A tempo pieno


Job Description

Description

–>

Based in Rome, Italy, at the Alliance Headquarters, and Under the overall guidance and supervision of the Head of Business Operations and Finance of the Alliance-Europe Region, this position will be responsible for the Administration of the activities of the Alliances' Headquarters, which includes Procurement, Hosting Operations, Protocol, Travel, Events and Visitor Experience.

Responsibilities:

Procurement:

  • Always ensure compliance with Alliance Finance Manuals and Procurement Guidelines, particularly as they pertain to minimum quotations and sole supplier justifications, performing the role and executing tenders in an impartial and regulated manner.
  • Perform Due Diligence to the Sole Source Justification requests by ensuring the form provides a reasonable justification for using a single source.
  • Ensure appropriate documentation is provided by requesting staff when requisitions are raised in the system.
  • Organize and coordinate Global Procurement and Regional Procurement committee for purchases in Europe ensuring all the information is ready and clear to the Committee.
  • Perform the Due Diligence to Europe Suppliers through the WatchDog Platform.
  • Ensuring adequate induction is provided to new staff related to the Procurement policy in place.
  • Oversee the creation and administration of budgets within the operations of HQ in coordination with the Logistics and Facilities Manager.
  • Supervise the Operations Support Assistant ensuring her activities are performed effectively.

Hosting Agreements:

  • Maintain records of current Hosting Agreements which includes staff lists and other relevant information to ensure charges are made accurately to the hosted entities/charges made to the Alliance through Bioversity and develop/monitor tracking tools to ensure timely implementation of any required corrective actions.
  • In collaboration with external research institutions particularly other Centers and in coordination with the Alliance Legal Office, provide inputs to the Alliance Legal Office on the development of new drafts of hosting agreements and renewal of Hosting Agreements, including but not limited to costing of hosting arrangements, through cross-functional consultation and internal clearance processes.
  • Respond to client's questions and requests, resolve complaints, and escalate issues as needed – on hosting arrangements and procurement.
  • Serve as a point of contact for Hosted members at HQ, assisting with the operationalization of these Hosting Agreements, with particular attention to ensuring that terms and conditions are respected.

Travel:

  • Oversee the implementation and monitoring of traveler security systems, policies, and procedures.
  • Oversee the implementation of SAP concur.
  • Ensure that appropriate support by Travel Assistants is provided to various internal stakeholders.
  • Supervises Travel Assistants ensuring their effective performance.

Protocol, Events and Visitor Experience:

  • Oversee that protocol documents are timely, accurate and archived as necessary.
  • Oversee effective contact with authorities, Embassies and Consulates and Local authorities creating useful contacts to promote the smooth delivery of services.
  • Ensure that appropriate support by Protocol Assistants is provided to various internal stakeholders.
  • Coordinate Unit staff to provide adequate protocol services for staff and visitors.
  • Oversee processes and tasks associated with planning and carrying out meetings/events and visitor experience at HQ Rome.

Staff Management:

  • Lead, motivate and manage the performance of unit staff and contribute to creating a positive organizational climate by active and constructive participation in relevant consultation and decision-making mechanisms.
  • Develop the unit work plan for the year, including appropriate team consultation, and ensure that it is communicated to and understood by staff.
  • Complete the performance management process within established deadlines.
  • Clarify performance expectations and negotiate performance agreements (work objectives and performance standards).
  • Conduct mid-term review meetings with direct reports and formalize the outcomes in the relevant tools.
  • Conduct performance appraisal meetings with direct reports and formalize the outcomes in the relevant tool.
  • Discuss development needs and aspirations with direct reports, agree on an actionable development plan and monitor progress.
  • Review and approve unit staff development plan considering organizational priorities and staff needs and aspirations.
  • Ensure staff have adequate resources to pursue their work objectives effectively.
  • Ensure effective planning and monitoring mechanisms are in place to enable the measurement of progress towards the achievement of objectives.
  • Actively and constructively participate in relevant consultative and decision-making mechanisms.

Requirements:

Essential Requirements:

  • Master's degree in Communications, Business Administration, Public Administration, Project Management, Hospitality, or in a related field.
  • Previous relevant work experience in a similar role, including as a team leader/supervisor.
  • Experience in an international and multicultural working environment.
  • Knowledge of events planning, execution, and logistics.
  • Excellent organizational skills.
  • Fluent in English and Italian – oral and written; working knowledge of French and Spanish is desirable.
  • Ability to manage and oversee numerous, complex projects simultaneously with competing deadlines.
  • Ability to multitask and prioritize in a fast-paced environment.
  • Proficient computer skills and in-depth knowledge of relevant software such as MS Office Suite (including Word, PowerPoint, Excel, and SharePoint), as well as experience in using ERP systems (e.g., Oracle, Peoplesoft, Agresso, Office).
  • A proven ability to work effectively with a broad range of stakeholders and partners with different cultural and educational backgrounds, and levels of seniority.
  • Demonstrated cultural sensitivity, discretion, and tact.
  • Ability to organize, plan and prioritize work.
  • Attention to detail and accuracy.
  • Strong customer orientation and problem-solving skills.
  • Demonstrated ability to uphold the highest ethical and professional standards.

Source:



Recommend your friend

–>


To help us track our recruitment effort, please indicate in your cover/motivation letter where ) you saw this internship posting.

  • Customer Management and Administration Internship

    2 giorni fa

    Roma, Lazio, Italia Recruitment Internacional A tempo pieno

    Our partner helps people speak with confidence through Language and Intercultural Trainings since 1878. They offer innovative language education and global leadership training for an ever-changing world.Focused on growth, they offer a strong global presence with more than 550 locations in over 70 countries. Now they are looking for interns who can help with...

  • Senior Team Leader

    2 giorni fa

    Roma, Lazio, Italia The Jewish Board Of Children And Family Services A tempo pieno

    The Jewish Board of Children and Family Services Senior Team Leader New York , New York Apply Now Make a bigger differenceSenior Team LeaderAt The Jewish Board, we don't just make a difference - we make a bigger difference as we serve 45,000 New Yorkers every year. Join our dedicated team that's been helping communities across New York City for almost 150...

  • Leader - Technical Operations

    2 settimane fa

    Roma, Lazio, Italia CAE A tempo pieno

    Role and Responsibilities As a Leader - Technical Operations, the incumbent will support all training center operations activities to provide a smooth, efficient, and high quality of service of a brand-new Training Center located in Rome, Italy.In addition, the incumbent will strive to achieve CAE goal on providing world class flight simulator training...

  • Leader - Technical Operations

    4 settimane fa

    Roma, Lazio, Italia CAE A tempo pieno

    Role and Responsibilities As a Leader - Technical Operations, the incumbent will support all training center operations activities to provide a smooth, efficient, and high quality of service of a brand-new Training Center located in Rome, Italy.In addition, the incumbent will strive to achieve CAE goal on providing world class flight simulator training...

  • Administration And Accounting Assistant

    2 giorni fa

    Roma, Lazio, Italia Charles Taylor A tempo pieno

    We currently have an opportunity for an Administration and Accounting Assistant to provide general administrative support to the adjusting teams across EMEA.This role is based in our Rome office.Key Responsibilities Monthly preparation of excel files.Monthly data entry into excel files.Active invoicing assistance (Italian/EU/Non-EU).Data entry into company...

  • Digital Marketing, Operations, And E-Commerce Specialist

    2 giorni fa

    Roma, Lazio, Italia Spa 23 Fitness And Lifestyle A tempo pieno

    Digital Marketing, Operations, and E-Commerce SpecialistJob description / Role Employment: Full Time Grassitup, a leading outdoor furniture specialist, is dedicated to transforming outdoor spaces into stylish and functional retreats. We are currently seeking a versatile and talented individual to join our team in...Grassitup, a leading outdoor furniture...

  • Digital Marketing, Operations, and E-Commerce Specialist

    2 giorni fa

    Roma, Lazio, Italia Spa 23 Fitness and Lifestyle A tempo pieno

    Digital Marketing, Operations, and E-Commerce SpecialistJob description / Role Employment: Full Time Grassitup, a leading outdoor furniture specialist, is dedicated to transforming outdoor spaces into stylish and functional retreats. We are currently seeking a versatile and talented individual to join our team in... Grassitup, a leading outdoor furniture...

  • Field Projects Site Operations Specialist

    2 giorni fa

    Roma, Lazio, Italia Rina Piraeus Team A tempo pieno

    Select how often (in days) to receive an alert: Field Projects Site Operations Specialist Posting Date: 22 May 2024 City: Roma Location: Roma, IT, 144 Contract Type: Permanent Division: Energy Project Solutions Level of experience: Senior RINA is currently recruiting for a Field Projects Site Operations Specialist to join its office in ROME within the...

  • Operations and Business Development Associate

    2 giorni fa

    Roma, Lazio, Italia Take Walks by City Experiences A tempo pieno

    _About Us:_Walks is a leader in the tours and activities industry, offering unique and memorable travel experiences across the globe. Recently acquired by a major US-based travel group, City Experiences, Walks has joined forces with award-winning food tour operator Devour Tours with a shared mission to create amazing experiences for our guests.We are an...

  • Administration and Accounting Assistant

    2 giorni fa

    Roma, Lazio, Italia Charles Taylor A tempo pieno

    We currently have an opportunity for an Administration and Accounting Assistant to provide general administrative support to the adjusting teams across EMEA. This role is based in our Rome office. Key Responsibilities Monthly preparation of excel files. Monthly data entry into excel files. Active invoicing assistance (Italian/EU/Non-EU). Data entry...

  • Operations Support Assistant Information and Data

    2 giorni fa

    Roma, Lazio, Italia ADECCO ITALIA SPA A tempo pieno

    Adecco is looking for an Operations support assistant Information and data managementThe Operation Support Assistant - Data Information Management will be based in Rome Office and may be requested to travel to other Country of Operations. He/She will work as a member of the Project Management Cluster under the supervision of the Team Leader and in close...

  • Team Leader

    2 giorni fa

    Roma, Lazio, Italia MotorK A tempo pieno

    MotorK is the leading sales and marketing technology company in Europe, specialised in the automotive sector. At MotorK our mission is to empower manufacturers and dealerships to sell more with innovative, cloud-based products and services to offer the best digital customer experience.We are on a fast and ambitious trajectory and serving 90% of the...

  • Senior Product and Operations Manager

    2 giorni fa

    Roma, Lazio, Italia Show Me Italy A tempo pieno

    Role Overview:We are seeking a dynamic and diligent Senior Manager to oversee our day-to-day operations. This role involves managing a team of 6 staff members to deliver exceptional tours while proactively addressing challenges and planning ahead to ensure smooth operations. The ideal candidate will have both technical knowledge of tour operations and strong...

  • Front Office Team Leader

    2 giorni fa

    Roma, Lazio, Italia Accor Hotels A tempo pieno

    Company DescriptionOur mission at Novotel London Paddington is to create memorable moments for our guests, by connecting hearts from arrival to farewell.A job, a career or a calling - whatever brings you here, we have something for youAs part of our team you can have:Free night stays in our UK hotels and 50% discount in any Accor Restaurant (T&C...

  • Field Projects Site Operations

    2 giorni fa

    Roma, Lazio, Italia Rina Piraeus Team A tempo pieno

    Select how often (in days) to receive an alert: Supervisore HSE Posting Date: 22 May 2024 City: Roma Location: Roma, IT, 144 Contract Type: Fixed-Term Division: Energy Project Solutions Level of experience: Intermediate RINA is currently recruiting for a Supervisore HSE to join a project in Marghera (VE)within the Energy Project Solutions Division.Mission...

  • Ground Operations Coordinator

    2 giorni fa

    Roma, Lazio, Italia Take Walks by City Experiences A tempo pieno

    About us:Walks is a leader in the tours and activities industry, offering unique and memorable travel experiences across the globe. Recently acquired by a major US-based travel group, City Experiences, Walks has joined forces with award-winning food tour operator Devour Tours with a shared mission to create amazing experiences for our guests. We are an...

  • Ground Operations Coordinator

    2 giorni fa

    Roma, Lazio, Italia Take Walks by City Experiences A tempo pieno

    Ground Operations Coordinator Role (Freelance)About us:Walks is a leader in the tours and activities industry, offering unique and memorable travel experiences across the globe. Recently acquired by a major US-based travel group, City Experiences, Walks has joined forces with award-winning food tour operator Devour Tours with a shared mission to create...

  • Administration Specialist

    2 settimane fa

    Roma, Lazio, Italia Fendi A tempo pieno

    Fendi is currently looking for 2 resources to join the _Advertising, Image, Heritage & Editions_ Department, and the _Digital & Omnichannel_ Department in an exciting fast growing and challenging environment, supporting the functions in managing properly the administrative task with the purpose to ensure a proper vendors' admin management and internal...

  • HR Administration

    2 giorni fa

    Roma, Lazio, Italia Fendi Italia Srl A tempo pieno

    As part of the HR team in the Europe & Middle East Region, you will be involved in the payroll cost controlling and forecasting at regional level, monthly HR reporting and ad-hoc analysis. You will also support the personnel administration for the assigned countries.Main activities:Prepare and submit the LVMH monthly HR reporting in coordination with the...

  • Finance Officer Treasury and Investment

    2 settimane fa

    Roma, Lazio, Italia Food and Agriculture Organization A tempo pieno

    Job DescriptionDescription –>The Finance Officer (Treasury and Investment) reports to the Senior Finance Officer/Head of Treasury and Banking Operations Branch, Finance Division.Key Functions:Leads and/or participates in Finance Division teams, participates and provides financial expertise on Organization-wide committees or working groups, and/or...