PRIMARY MISSION

The support function is working closely with the GIE Spain administrator to help for the general tasks of the branch, including for example the treatment of the invoices, the validation of the expenses, the closing of the accounts and the budget, the interactions with the various providers (AXA Spain, AXA GO and external providers).

This person is also key to support the employees of the branch (around 90 people) for some regular tasks like travel bookings (complex trips), organization of important meetings/events, on-boarding of new team members, IT requests, etc.

The teams in GIE Spain keep growing and this position is key to ensure a smooth development of the operations. The fact that there is a wide scope of responsibilities makes it a unique opportunity, but also requires several skills: adaptation, pro-activity, fast learning, appetite for diverse topics including some basic finance related ones, appetite for international environments.

KEY ACCOUNTABILITIES

1.Support to GIE Spain Administration (50%):

• Handle the invoices and upload them in the system (Coupa), in coordination with GIE Spain administrator and AXA Spain finance teams;
• Lead the budget exercises and the monthly accounts of the branch, in coordination with GIE Spain administrator, AXA Spain finance teams and the Group teams in Paris;
• Lead other ad-hoc requirements: social data report, corporate sustainability report, etc;
• Validate the expense reimbursement requests (Captio), for the people directly attached to Paris, in coordination with GIE Spain administrator and the Group teams in Paris;
• Interact with the various providers for the day-to-day processes and manage ad-hoc requirements and services: AXA Spain, AXA GO, Orange, Sodexo, company cars, travel agency, etc;

2.Transversal support for different teams: (30%)

• Coordinate logistics for the organization of important meetings and special events part of GIE agenda (rooms, sending invitations & communications, follow up participation rates, catering, etc) and ensure general office suppliers.
• Coordinate the logistic behind the on-boarding of new team members (e-mail, Group directory, IT requests, etc) and handle those topics for the rest of the employees if necessary.
• Organize travel bookings with the external agency for some complex trips (notably groups); most of the travels are booked by the employees themselves, but they might also require assistance in some cases

3.PMO & transversal projects to optimize and simplify the operations (20%)

• Help to improve IT operations and coordination with Spain & Paris
• Ensure the efficiency of the travel management process at GIE Spain
• Contribute to strengthen the policies/standards/governance by adapting and formalizing the various policies at the level of the GIE Spain
• Contribute to improve the efficiency of the processes at GIE Spain (shared mailbox, sharepoint, etc)

CANDIDATE PROFILE

Technical and professional skills:

• Facilitation and coordination skills
• Result and execution orientation and proactivity to overcome difficulties and find solutions
• Time management and organization skills (flexibility and ability to work on several topics at the same time)
• Proactive and able to challenge the status quo
• Advanced level of English: good written and oral communication skills in English and Spanish
• General knowledge of MS office (Excel, Word, PowerPoint)

Leadership competencies:

• Versatile learner open to change and find solutions
• Interpersonal savvy
• Team player and cooperative with ability to gain trust and support of peers
• Ability to advocate and convince
• Ability to maintain strict confidentiality

Background and experience :

• Experience in support team functions, with strong employee focus
• Exposure to transversal topics in international environments
• Experience in coordinating administration topics
• General finance knowledge
• Project management skills

In AXA we value diversity and we work for equal opportunities and to make that everyone feels respected and included