POSITION DESCRIPTION
To provide proactive administrative, coordination, and compliance support to the Global Purchasing and Supply Chain leadership team. This role combines Team Assistant / EA-style support with supply chain and supplier compliance administration, improving structure, follow-through, and data quality. This is not a reactive task role. The successful candidate anticipates needs, flags risks, and proposes improvements before issues arise.
KEY RESPONSIBILITIES
1. Proactive Administration & Team / EA Support (Primary Focus)
- Act as day-to-day administrative and organisational support for Global Purchasing leadership
- Proactively organise meetings, agendas, pre-reads, and follow-up actions
- Take structured meeting notes and actively drive actions to completion
- Maintain and continuously improve trackers, templates, and shared documentation
- Anticipate information needs and prepare materials in advance
- Monitor deadlines, commitments, and dependencies across the function
- Identify gaps, risks, or inefficiencies in how work is organised and propose improvements for approval
2. Supplier Management & Data Administration (Core Priority)
- Own supplier master data accuracy and completeness
- Proactively review supplier documentation and flag missing or outdated information
- Coordinate supplier onboarding readiness prior to escalation
- Track supplier issues and corrective actions, ensuring timely closure
- Act as coordination point between suppliers and internal teams
- Recommend improvements to supplier data structures, trackers, and workflows
3. Product, Regulatory & Sustainability Compliance (Administrative & Advisory)
- Manage compliance documentation using systems such as Assent
- Review compliance status by product and supplier, flagging risks early
- Coordinate documentation requests with suppliers ahead of deadlines
- Prepare structured compliance status summaries for senior stakeholders
- Highlight gaps, risks, and readiness issues clearly and early
CBAM Support (Coordination & Reporting Preparation)
- Coordinate CBAM-related data requests with suppliers
- Maintain CBAM trackers and validate completeness of inputs
- Prepare structured summaries for quarterly CBAM reporting
- Highlight data quality issues and recommend corrective actions
- Note: technical calculations and official submissions remain with senior stakeholders
4. Ethical Trading & Social Compliance
- Manage Sedex / SMETA records and audit timelines
- Monitor amfori BSCI status and supplier progress
- Proactively chase audits, CAPs, and upcoming expiries
- Flag ethical trading risks and supplier readiness concerns
5. Purchasing & Supply Chain Support (Administrative / Advisory Only)
- Provide administrative support related to purchasing when required
- Review purchasing and supply chain data for accuracy and consistency
- Highlight inconsistencies and escalate risks
- Support data preparation without executing commercial decisions
6. Continuous Improvement & Leadership Support
- Continuously review how administrative and compliance processes operate in practice
- Proactively suggest improvements to structure, documentation, and workflows
- Act as a trusted operational advisor on documentation and organisation
- Ensure actions, commitments, and deadlines are consistently followed through
SKILLS/EXPERIENCE
Essential
- 3–6 years experience in an administrative, coordination, operations, or EA-style support role
- Demonstrated proactive ownership rather than task-only execution
- Experience supporting senior stakeholders or Heads of Department
- Strong organisational, analytical, and prioritisation skills
- Confident Excel / Google Sheets capability
- Clear communicator who can challenge constructively and flag risks
Desirable
- Experience with supplier documentation or compliance administration
- Exposure to Sedex, SMETA, amfori BSCI, or regulatory compliance
- Experience with compliance platforms (e.g., Assent) or ERP systems
- Awareness of CBAM at an administrative or coordination level
Candidates must be located in Clark, Pampanga or Metro Manila.
40 Hours per Week (Monday - Friday)
