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S&P Global ADMINISTRATIVE ASSISTANT in Moscow, Russia

Office Manager S&P Global Moscow, Russia

Grade 9 (for internal purposes)

JOB SUMMARY

Based in Moscow, this position is responsible of facilitating the smooth running of the office by overseeing the administrative activities, organising people, information and other resources.

The office manager provides a full-range of support from the Office head, to the local teams, but also to the People Partner team located in Germany.

The role also contributes and collaborates to global corporate initiatives that contribute to company success both internally and externally. This role crosses all business and is a coordinator of several functions.

THE TEAM :

Office Manager reports to Office Head based locally.

After full integration into the role, the Office Manager will have the possibility to supervise a team of Moscow based administrative assistants

Office Manager will also be working in coordination with other office managers and the People Partner from other offices on global and regional initiatives.

THE ROLE:

Responsibilities include:

_Support to the Office Head_

  • Assist with the development and implementation of company policies and procedures

  • Support with compliance and regulatory requests

  • Organize and chair meetings with staff

  • Organize or help at coordinating meetings, conference and events.

  • Review and update emergency, health and safety policies and ensure they are observed

  • Check that data protection laws to in relation to the storage of data, and review and update policies.

  • Supervise work of receptionists, administrative assistants, driver-courier.

  • Manage performance assessment of administrative assistants.

_Facilities_

  • Supervise technical office maintenance being the main liaison with CBRE

  • Supervise maintenance of the office equipment

  • Liaise with the landlord on everyday office running issues

  • Liaise with Facilities (corporate), Corporate security (video cameras, access cards) on office maintenance issues

    • Set up and maintain relationship with outside vendors (travel agencies, cleaning services company, furniture - stationery - consumable supplies, etc.)

_Staff Support_

  • Maintain medical insurance, life insurance for staff

  • Maintain office insurance, car insurance

  • Manage On boarding & Off boarding of staff

  • Ensure Business Continuity support

  • Coordination of IT issues

  • Ensuring all actions are consistent with the Russian law and internal SPG guidelines

_Local HR support_

  • Working closely with the Russia SPG People Partner on HR related activities.

  • Support the local recruitment of new employees, incl. working with HR agencies, support the interview and negotiation process, etc.

  • Conduct new hire orientation for new employees on start date.

    • Preparing the contracts - addendum to the employee s contracts in conjunction with the Russia People Partner
  • Maintenance (incl. storing and updating) personnel records and payroll date in the relevant systems and in accordance to the Russian law and SPG guidelines

  • Maintenance (incl. storing and updating) of labor books in conjunction with the legal and HR department

  • Managing Payroll (incl. initial data entry, liaising with Finance on data check, administration of additional benefits, preparing, collecting and providing HR-related payroll data)

  • Dealing with local employee issues

  • Responsible on employee's welfare (company events, holiday toasts, presents etc.)

TECHNICAL SKILLS REQUIRED

  • Russian passport holder

  • 5 years of experience in a similar position and, preferably in global organization

  • Strong verbal and written communication skills, in Russian and in English

  • Experience in Human Resources matters,

  • Knowledge of Russian labor law is an advantage

  • Solid Microsoft skills (Excel, Word, PowerPoint) and computer literacy

SOFT SKILLS REQUIRED

  • Collaborative approach

    • Strong organizational - prioritisation skills and attention to detail
  • Show desire, flexibility and adaptability to learn and work in an ever-changing environment

  • Ability to effectively multi-task in a fast-paced environment and must possess the ability to work independently as well as in a team

  • Willingness to take on a wide variety of tasks

  • Flexible, self-starter with the ability to communicate across all levels

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