Budget Coordinator (Marketing) and Administration Associate - temporary, one year

About the Position

We are looking for self-motivated, responsible and proactive professional to join our team on a temporary (one-year basis) to monitor the marketing budget, support purchasing and administration activities within our team in Kyiv, Ukraine where we have operations for Eastern and Northern Europe (E&NE) Duty Free hub (travel retail). You will be based in Kyiv reporting to WWDF General Manager Eastern and Northern Europe Duty Free (Hub lead) also based in Kyiv.

About WWDF

Worldwide Duty Free is among largest volume market in JTI operating in 160+ countries/territories with 47 brands. We aspire to become the No.1 Tobacco Company in Travel Retail. +160 WWDF employees work across the globe with the market HQ based in Geneva, Switzerland and 5 regional hubs around the world.

Key Responsibilities:

• Office administration - All secretarial activities and archive of all internal information. Order and secure timely supplies for office materials and computer hard- and software. Follow up on maintenance of office and communication tools. Support People and Culture WWDF team for administration related activities.
• Hub event organization and support to Hub lead - Responsible for the organization of Hub meetings which includes hotel, restaurant and any other relevant bookings. Supports the Hub lead with administration tasks (e.g. travel expense management, travel bookings...).
• OPEX planning & processing - Support the hub's finance team with the operational cost planning for the various planning cycles.
• Marketing budget forecast - Support the marketing team in budgeting for planning cycles and participate to the financial analysis of the marketing investments projects.
• Handle Purchase requisition (PR), Good Receipt (GR) and Proof of Performance (PoP) - Create PR's in line with budget availability and follow up on receipt of Proof of performance. Maintain timely GRs input and PO cleaning. Collect and file Proof of Performance. Follow up on vendor creation forms and payment issues.
• Budget monitoring and variance analysing - Enter monthly budget allocation and Purchase order (PO) information. Input actual SAP bookings and secure all entries and commitments are in line with budget. Create and distribute reports, prepare actual/forecast variance explanation.
• Other planning and system update - Assist with the data entry of volumes and prices into the hub's planning system during the various planning cycles during the year.
• Customer Master Data (CMD) base maintenance and communication with customers
• Business support - Supports organisation with enforcing compliance with JTI and WWDF Policy and Procedures throughout the hub.
• CMD data base maintenance ensuring that all attributes are always up-to-date in our systems and communicated to customers timely and accurately.
• Ensure that customers' portfolio and volume forecasts are up-to-date in our CMD data base.
• In charge of preparing and sending pricing letters to our customers.

Experience and Skills:

• University degree or equivalent (required)
• Two years of experience in administration related tasks. 1-2 years' experience in budget coordination or administration
• Languages: Fluent written and spoken English and Ukrainian. Knowledge of additional languages is a plus
• Experience in team support in a multinational matrix organization is an advantage
• Cross-cultural experience is desirable
• Computer skills: Skilful handling of Microsoft Office (Excel, PowerPoint, Word, Outlook, SharePoint, Teams); ERP and related applications literacy is an advantage (SAP preferably)

Who we are looking for?

If you have:

• Authorisation to work within Ukraine;
• Ability to work simultaneously on several projects;
• Analytical mindset and passion to work with numbers;
• Excellent time management skills and the ability to prioritize work;
• Attention to detail and problem-solving skills;
• Excellent written and verbal communication skills;
• Passion to work in international environment

This can be great opportunity for you, and we are looking forward meeting you.

Interested?

Please click «Apply» and send your CV in English (must)

Kindly note that only short-listed candidates will be contacted.