The Coca-Cola Company is looking for a Russia & Belarus Administrative Coordinator.
R&B Administrative Coordinator is responsible for supporting the smooth, compliant and effective functioning of PACS and Assets, Key Account and Strategy Insights teams to carry the successful completion of projects and events. The duties include performing various project management and coordination tasks, collaborating with external and internal stakeholders, suppliers, agencies, CCH, legal, finance and other teams and connecting the dots along with administrative duties like maintaining project documentation and handling financial queries.
Key Duties and Responsibilities:
- Manage yearly contracts with 3 regular data service suppliers: contract renewal and PO once a year + year-end closing docs: Nielsen, GFK, Ducker Frontier
- Nielsen regular invoicing: processing 4 invoices per month and 1 per quarter
- Admin support to manage ad-hoc researches and projects: up to 5 projects per year requiring full support from contract (if new supplier) down to payment be key contact for P2P and be overlook overall budget management and spending; expense reports
MCD Scope:
- Monthly RU rebate processing
- Quarterly BY rebate processing (up to Atlanta)
- MCD marketing activities (agreements and POs management, as now there is no clear procedure)
- RMHC activities
- CREST & other (concept tests) researches (1-2 per year)
- Be key contact for P2P and be overlook overall budget management and spending; expense reports
PACS And Assets Scope:
- Management and organization of project plans to help keep projects on track, on budget, deadlines, keeping team members informed, etc.
- Partner with the project/agile team leader and teams to understand vital aspects of the projects and provide support in the execution of project activities
- Lead and execute all value-in-kind (product) donations including emergency situations in the regions
- Manage all PACS and Assets compliance procedures e.g. gdats, RFAs, etc.
- Develop briefs, select third-party providers, organize third-party providers and vendors to deliver elements that can’t be produced in-house
- Act like a point of contact for vendors and partners and resolving supplier’s questions, legal and finance paperwork and issues
- Support complex internal and external events (list below)
- Management of financial records of PACS department and make sure they are compliant with the local legislation and Company’s policy in collaboration with legal and accounting departments: POs and contracts processing, completion of GO dealings compliance procedures, collection of 3rd parties documents and invoices, GR posting, follow ups with vendors and working with vendor’s inquires, updating MPP phasing, ERs processing, etc.
- Support PACS and Assets with logistics and some administrative duties
- Provide meeting support by performing basic administrative tasks such as managing calendar, travel arrangements, and handling expenses
- Help manage team’s ongoing routines
Complexity:
This role is complex, dealing with one of the most critical cross-business imperatives – to drive reputation across Coca-Cola and to build corporate trust. This requires sophisticated Project Management and Communication skills coupled with good Operations knowledge, Analysis. Fluent Russian and English. This role will make a significant contribution to the Russian team.
Stakeholders:
- Roscongress – major Forums’ organizer
- Russian Red Cross
- Foodbank Rus’
- Russian Football Union
- Special Olympics Russia
- Naked Heart Foundation
- WWF
- Ronald McDonald’s House of Charities
- Ecotechnologies Recycling
- Local NGOs
- Business associations
- American Chamber of Commerce
- Agencies
- Celebrities and influencers
- Media outlets
- Internal: OU and Global Leaders’ offices (James Quincey, Brian Smith, Bea Perez, Michael Goltzman, Nikos Koumettis, Lana Popovic, Melina Androutsopoulou, etc)
- Other vendors and companies
Events:
- Special Olympics International Winter Games 2022
- Russian National Team 2021-2022 UEFA Nations League and Friendly Games
- FIFA World Cup 2022 Qatar: local activations
- World Summer Universiade, 2023
- Saint-Petersburg International Economic Forum annually
- East International Economic Forum annually
- Sochi International Economic Forum annually
- Krasnoyarsk International Economic Forum annually
- Gaidar International Economic Forum annually
- Coca-Cola Xmas Charity Caravan annually
- AmCham Independence Day annually
- Media events
- Zero Waste activities arrangements at the events
- MCDs events
Financial Job Scope:
Over USD 2 MM
Qualification & Requirements:
- A minimum of 3 years’ experience in a project role
- Great organization skills
- Thrives in a multicultural and fast-paced work environment
- Collaborative planning skills
- Works well under timelines
- Flexible and adaptable to change
- Comfortable with digital tools and learning new ways of working
- Proactive, results driven and comfortable to put solutions on the table
- Team player skills and ability to work flexibly across all team processes
- Strong analytical and problem-solving skills
- Relationship building skills, experienced in stakeholder management and working with cross functional System Teams
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