Administrative Assistant at Swissport

• The Administrative Assistant will provide comprehensive support across Finance, Human Resources, and Procurement functions. The role is critical in ensuring smooth office operations, accurate record-keeping and effective coordination between internal teams and external vendors.
• The position requires a high level of confidentiality, attention to detail, and adherence to aviation industry standards.

Main responsibilities:

Finance Support

• Provide comprehensive administrative support to finance operations, including processing invoices, expense claims, payment requests, and maintaining petty cash records.
• Support budget tracking and expense monitoring and assist in the preparation of basic financial reports and summaries.
• Maintain accurate, well-organized financial records, filing systems, and supporting documentation to facilitate audits and financial reviews.
• Ensure timely submission of financial documentation and compliance with internal financial controls, policies, and procedures.

Human Resource Support

• Provide administrative support across the full employee lifecycle, including recruitment, onboarding, confirmation, and offboarding processes.
• Coordinate recruitment activities, including scheduling interviews, preparing interview materials, and communicating with candidates.
• Administer employee benefits and support staff welfare initiatives.
• Assist in the planning and coordination of training programs, performance appraisals, and internal HR activities.
• Ensure compliance with HR policies, labour laws, and internal procedures, and provide support during audits when required.

Procurement Support

• Support procurement processes by preparing purchase requisitions, purchase orders and supplier documentation in line with approved procedures.
• Maintain accurate records of supplier, contracts, purchase orders and delivery notes.
• Support inventory and asset management, including tracking, documentation and periodic stock checks.
• Ensure procurement activities comply with organizational policies, budgets and ethical standards.
• Track inventory levels and coordinate replenishment of office supplies and consumables

Education:

• Degree or Diploma in Business/Finance/Accounting/Social Sciences
• Higher Diploma in HR
• Proficiency in computers and ability to work with HRMIS systems
• Knowledge of HR practices, procurement processes and basic financial principles is highly desirable

Professional Experience:

• At least 2 years’ experience in administrative role