We are seeking a proactive Administration & Trade Assistant, reporting to the Area Manager, to provide comprehensive administrative support to the team ensuring efficient day-to-day operations of the office.

The role also includes responsibility for SAP transactions such as raising of purchase orders, goods receipts, and processing of invoices. Raising of sales orders for finished goods and allocation of payments. Customs declaration and documentation of excise goods. Trade contracts and contract management, coordinating travel and supporting with the general administrative activities, as and when necessary.

Key Responsibilities

SAP duties:

POs

Raise and manage Purchase Orders (POs) in SAP in accordance with company procurement procedures.
Perform Goods Receipt (GR) entries in SAP upon delivery of goods/services.
Process invoices in SAP, ensuring alignment with POs and delivery confirmations.
Liaise with procurement, finance, and suppliers to resolve discrepancies or delays.
Coordinate cheque payment runs.

SOs

Raise and manage Sales Orders (SOs) for finished goods on a daily basis.
Allocate of payments.
Liaise with distributor’s personnel for the smooth running of this daily task.

Trade and Events contracts

Vendor creation.
Keep the marketing contracts file for trade and event contacts, up to date.
Create self-billing POs and invoices on a monthly basis.
Customs declarations and documentation of excise goods
Maintain list of incoming containers.
Prepare Customs declaration of incoming finished goods and shipping documents.
Keep the Customs stock sheet updated.
Prepare Customs declaration of outgoing finished goods.
Prepare Customs documentation for bonded outgoing finished goods.
Office Administration:
Maintain general office systems including filing, data entry, and document management in compliance with BAT Records Management Policies.
Provide support in the preparation of reports, presentations, and correspondence.
Assist in organizing meetings, including room bookings and agenda preparation.
Travel and Logistics:
Arrange domestic and international travel including flights, accommodation, visas, transport, and itineraries.
Ensure travel bookings align with company travel policy and budgets.
Support employees with changes or issues related to travel bookings.

5.Financial and Records Support:

Track and report on departmental expenditure as required.
Follow up on cheque payments and bank transfers.
Support with expense claims and reconciliations.
Maintain accurate records for auditing and compliance purposes.
Team and Stakeholder Support:
Act as a key point of contact for administrative queries.
Build strong working relationships with internal teams, external suppliers, and service providers.
Provide cover and support for other administrative staff as needed.

Skills & Experience Required:

Essential:

Proven experience in an administrative role in a busy office environment.
Working knowledge of SAP.
Strong organizational and time management skills with attention to detail.
•Ability to handle multiple tasks, prioritise effectively and problem-solving.
Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
Experience coordinating travel arrangements.
Knowledge of the Maltese language is an asset

Desirable:

Understanding of procurement, sales and finance processes.
Experience working in a corporate or large organization.
Familiarity with expense management systems.

Key Competencies:

Confidentiality and discretion
Accuracy and attention to detail
Problem-solving and initiative
Communication and interpersonal skills
Teamwork and collaboration
Flexibility and adaptability

About Us

Salvo Grima Group Ltd:

We are a growing international business focusing on supply chain services: distribution, international wholesale, ship supply and travel retail.Distributing to over 50 countries, we operate from multiple locations. Covering East and Central Africa from Rwanda, we have strong capability in North Africa, particularly Libya. From the Netherlands, we have truly global market access and our travel retail businesses span the Mediterranean.Our partners include major multi-nationals and like-minded medium-sized entities and we represent world-leading brands, value ranges and commodities.Employing a multinational team of over 300 people, we nurture a respectful long-term approach. With a Maltese origins, and a business ethos which stretches back to 1860, we aspire to further international growth through new partnerships. Mindful to live our values, we embrace a proactive role as good corporate citizens wherever we have a presence.

Administration and Trade Assistant

Job Description