Intern – Department Assistant

The Position

Administration Assistant to Shanghai R&D-Centre

Job purpose:

To support Research Center in various administrative duties. To provide the manager with assistance in the performance of his duties, and to act as a point of contact with people inside and outside the organization

Job Context:

The R&D-Center of DSM Nutritional Products is part of DNP’s global R&D-organization. Therefore, it has reporting line to the NRD-headquarter organization in Europe and close interactions to DNP’s Business Units. As part of DSM’s global virtual lab, there are also close interactions to other DSM Business Groups, especially, with DSM’s R&D organization in the Netherlands.

Job Content:

1.    To act as a coordinator and communicator in a proper manner when follow up the tasks delegated by line manager.

ž   Communicate with various parties to gather, screen and analyze necessary information and resources in order to generate clear timelines and action plans.

ž   Monitor the action plan to ensure the punctual achievements of the projects or tasks.

ž   Provide essential suggestions and analysis when line manager’s decision is required to drive the achievements.

ž   Schedule, coordinate and prepare all appointments;

ž   Prepare meeting materials and presentations to smooth the progress of discussion;

ž   Take meeting minutes and get them distributed to all the participants after meeting on a timely basis;

ž   Make other necessary arrangements for the meeting to ensure the meeting could be held successfully (e.g. visa application, logistics, accommodation, conference room reservation, etc.)

2.    To maintain SHE practice

ž   Keep SHE filing;

3.    To provide other administrative supports to Research Center.

ž   Coordinate the line manager’s workflow and set up and maintain office systems to deal efficiently with paper (digital) flow.

ž   Finalize and submit expense reports on a timely basis.

ž   Make travel arrangements (flight, accommodation, etc) for Research Center in a considerate way.

ž   Support line manager in budgeting process and budget monitoring for the Center

4.    Other assignments.

ž   Provide facility service.

ž   Maintain time recording system as system administrator for the R&D Team.

ž   Support documentation and archiving of R&D- activities

Knowledge and educational level

ž   First or second year Master, Excellent communication, both written and verbal in native language (Chinese), and English (Some knowledge of German will be a plus)

ž   Have a “can do” attitude.

The Challenge

ž   Handle and prioritize information and requests with a wide range of topics and area’s of interest.

ž   Operate in a fast changing international and demanding environment with many “clients” and changing priorities.

ž   Handle confidential information.

ž   Gather all information in time in order to facilitate decision making by the manager.

ž   Work proactively, efficiently and independently with good time management skill and multi-task taken skill.