Pepsico - HR Assistant

PepsiCo is a worldwide leader in convenient foods and beverages with 2007 revenues of $39.5 million, an 8% growth on last year’s revenue. The company consists of the beverage businesses of Pepsi-Cola, Tropicana, Gatorade and the snack foods business of Frito-Lay and Quaker Foods.

The Position

Primary responsibility for the role will be to provide proactive, quality HR and PA support to the Central Function HR team:

• Liaising with both Senior Management and external contacts in a professional and courteous manner.
• Ensuring regular and timely interface with the team providing administrative support as required.
• Supporting regular HR administrative activities and any ad-hoc HR project work, whilst maintaining a high level of confidentiality and integrity.

Key Responsibilities

HR Administration Responsibilities:

• Work closely as a key team member in the HR Centre of Excellence Team
• Support HR Advisor and HR Administrator in providing proactive and high quality HR service, through the production of offer packs, all employee filing, updating the HR and payroll systems. Support the co-ordination of the roll out of core processes within the business eg PMP, OHS, Bonus confirmation.
• Provide support to HRD and HRM on liaison with recruitment agencies and scheduling of interviews or assessment centres as needed.
• Provide support to HRD and HRM to organize and deliver all elements of key training workshops and to coordinate scheduling of training on an ongoing basis.
• Providing any support with regards to the production or analysis of any spreadsheets or data analysis
• In line with business requirements and data protection rules; store documents/presentations and data to meet guidelines.
• Support on request any ad-hoc project work, whilst maintaining a high level of confidential integrity.
• Overall responsibility for managing the commitments from a travel and administration need for the following: 1 HRD & 1 HRM.
• Minimal management of diary and electronic calendar, as needed.
• Organise all travel arrangements to ensure that visit logistics are planned ahead; well-organized and manage within any cost constraints and diary commitments and that all necessary parties are informed of the arrangements.
• Maintain HR filing and record systems electronically and on paper.
• Screen, direct and action mail/email/fax where appropriate, liaising with any relevant teams/person to action.
• Ensure completion of accurate and timely expenses for HRMs in line with PepsiCo Europe policy.
• Produce letters/documents/presentations as required. Provide support to draft presentations/structuring and formatting of decks for team.
• Co-ordinate general office requirements; stationery/contact lists/holiday tracking forms/weekly movements/booking.
venues/arranging workshops and greeting any external visitors.
• Responsible for processing all financial invoices, ensuring that relevant authorisation is granted and items are accurately coded and dealt with promptly.
• Primary point of contact for Directors, communicating all relevant issues, concerns, messages inclusive of any changes to the diary commitments and timing in a proactive and professional manner. Liaising with the core team to communicate any relevant messages.
• Prepare and distribute all documentation/decks/reading material required in preparation for meetings to all parties and within specified timeframes.

Candidate Profile

The successful candidate will be high-calibre individual with a drive for results and administrative excellence. Knowledge and skills:

• Excellent Computer Skills including Microsoft Office
• Excellent Presentation/Layout skills
• Excellent time management skills & Organising Skills
• Good numerical ability - ability to do analysis and to work with numbers
• Ability to work under pressure in an efficient & courteous manner
• Ability to manage conflicting priorities across the HR teams
• Ability to prioritise work on own initiative
• Ability to adapt to changing situations and conflicting priorities
• Ability to work confidentially and with a high level of integrity
• Clear and articulate communicator
• Good interpersonal skills
• Patient/tactful/diplomatic and flexible
• A self-starter, able to work without close supervision. Able to anticipate and prepare ahead for meetings/events and change commitments as necessary.
• Able to use own initiative and has self-motivation to continually focus and improve processes. Actively look for ways to be more efficient and productive.
• Ability to travel to offsite meetings as and when required.
• Interest in HR.
• Team player, building strong relationships across teams