Administration and Trade Assistant

We are seeking a proactive Administration & Trade Assistant, reporting to the Area Manager, to provide comprehensive administrative support to the team ensuring efficient day-to-day operations of the office. 

The role also includes responsibility for SAP transactions such as raising of purchase orders, goods receipts, and processing of invoices. Raising of sales orders for finished goods and allocation of payments. Customs declaration and documentation of excise goods. Trade contracts and contract management, coordinating travel and supporting with the general administrative activities, as and when necessary.

Key Responsibilities:

1. SAP duties:

POs

• Raise and manage Purchase Orders (POs) in SAP in accordance with company procurement procedures.
• Perform Goods Receipt (GR) entries in SAP upon delivery of goods/services.
• Process invoices in SAP, ensuring alignment with POs and delivery confirmations.
• Liaise with procurement, finance, and suppliers to resolve discrepancies or delays.
• Coordinate cheque payment runs.

SOs

• Raise and manage Sales Orders (SOs) for finished goods on a daily basis.
• Allocate of payments.
• Liaise with distributor’s personnel for the smooth running of this daily task.

Trade and Events contracts

• Vendor creation.
• Keep the marketing contracts file for trade and event contacts, up to date.
• Create self-billing POs and invoices on a monthly basis.

2. Customs declarations and documentation of excise goods

• Maintain list of incoming containers.
• Prepare Customs declaration of incoming finished goods and shipping documents.
• Keep the Customs stock sheet updated.
• Prepare Customs declaration of outgoing finished goods.
• Prepare Customs documentation for bonded outgoing finished goods.

3. Office Administration:

• Maintain general office systems including filing, data entry, and document management in compliance with BAT Records Management Policies.
• Provide support in the preparation of reports, presentations, and correspondence.
• Assist in organizing meetings, including room bookings and agenda preparation.

4. Travel and Logistics:

• Arrange domestic and international travel including flights, accommodation, visas, transport, and itineraries.
• Ensure travel bookings align with company travel policy and budgets.
• Support employees with changes or issues related to travel bookings.

5.Financial and Records Support:

• Track and report on departmental expenditure as required.
• Follow up on cheque payments and bank transfers.
• Support with expense claims and reconciliations.
• Maintain accurate records for auditing and compliance purposes.

6. Team and Stakeholder Support:

• Act as a key point of contact for administrative queries.
• Build strong working relationships with internal teams, external suppliers, and service providers.
• Provide cover and support for other administrative staff as needed.

Skills & Experience Required:

Essential:

• Proven experience in an administrative role in a busy office environment.
• Working knowledge of SAP.
• Strong organizational and time management skills with attention to detail.
• •Ability to handle multiple tasks, prioritise effectively and problem-solving.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Experience coordinating travel arrangements.

Desirable:

• Understanding of procurement, sales and finance processes.
• Experience working in a corporate or large organization.
• Familiarity with expense management systems.

Key Competencies:

• Confidentiality and discretion
• Accuracy and attention to detail
• Problem-solving and initiative
• Communication and interpersonal skills
• Teamwork and collaboration
• Flexibility and adaptability