Current Jobs 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

This position is responsible for the co-ordination and management of all purchasing activities across the organisation. The main objective of the position is to ensure effective purchasing and delivery of goods and services. This will be done through the establishment and rationalisation of key supplier agreements, identification of new opportunities, and activity seeking and applying ways to improve efficiency whilst ensuring compliance.

Main Responsibilities

Purchasing

• Process purchasing transactions for equipment, materials, supplies, capital goods, and services
• Ensure that all parts that need to be repaired are delivered and collected from the repairing agent
• Make follow up on repairs done outside the workshop, delivery of parts and consumables from suppliers
• Ensure that requisitions are approved and CASH/LPO are issued for items and purchases done within agreed timelines
• Obtain documentation required for imported purchases and coordinate with logistics agent for customs clearance

Tendering

• Assist in the development of specifications for equipment, materials, and services to be purchased
• Direct activities concerned with tenders for purchase of equipment, materials, products or services
• Prepares technical specifications for request for proposals, including terms and conditions and evaluation criteria
• Solicits information regarding a variety of commodities using various oral and written communication ensuring cost effectiveness commensurate with quality

Contractor Management

• Monitor efficiency of suppliers of services and parts and advice on the quality to the various departmental heads
• Maintain an up to date database of all organisational supplies, suppliers list and contacts
• Comply with and maintain knowledge of applicable rules, legislation, regulations, standards, and best practices
• Examine performance requirements, delivery schedules and estimates of costs of materials, equipment and production to ensure completeness and accuracy