Operations & Administration Specialist,SAP Innovation Center Network -Machine Learning (SAP ICN Job

Job description

Requisition ID: 149984
Work Area: Administration
Expected Travel: 0 - 10%
Career Status: Professional
Employment Type: Regular Full Time

 

COMPANY DESCRIPTION

 

As market leader in enterprise application software, SAP helps companies of all sizes and industries innovate through simplification. From the back office to the boardroom, warehouse to storefront, on premise to cloud, desktop to mobile device – SAP empowers people and organizations to work together more efficiently and use business insight more effectively to stay ahead of the competition. SAP applications and services enable customers to operate profitably, adapt continuously, and grow sustainably.

 

PURPOSE AND OBJECTIVES

 

With 12 million users and more than 1,500 partners, SAP is the world’s leading provider of business software. We develop enterprise software applications that enable companies to run their operations e.g. finance, customer relationship management, human resources and supply chain management more efficiently. SAP currently employs more than 70,000 people in more than 50 countries worldwide.

Our goals at SAP ICN – ML are to anticipate and explore emerging technologies such as Machine Learning, Deep Learning, and Artificial Intelligence – and to incubate these cutting-edge technology into breakthrough solutions. With locations in Germany, Singapore, Israel and the US, we are the driving force behind co-innovation with customers for SAP and its ecosystem to make “Enterprise Application Intelligent”. The group significantly contributes to SAP’s product portfolio by incubating and embedding Machine Learning into applications with ML technologies – with the ultimate objective of new intelligent applications that deliver value to our customers and stakeholders worldwide.

The center in Singapore provides an open, modern working environment following SAP’s App Haus and Design Thinking concepts and the opportunity to become part of the global SAP community.

Desired profile

EXPECTATIONS AND TASKS

SAP ICN – ML in Singapore is looking for an enthusiastic and proactive Operations, Administrations & HR Specialist / Executive Assistant.
The roles and responsibilities are as follows:

The following will take up approximately 85% of the role’s resources.
Team & Location Operations Support Responsibilities
• Main focus of the role is to provide team-level operations support to the ICN Singapore location and teams including facilitating and planning of team’s training requirements, on-boarding experience, team’s Employee Engagement and Leadership Trust activities, team building and bonding events.
• Coordination of marketing and ICN events for various programs including Research & PhD Scholar, Internship, University Alliance, Technology Partners, SAP Machine Learning, Recruitment and other programs.
• Coordinate marketing and events activities for the Center and its teams.
• Act as a central contact person for all employees in the department.
• Maintenance / update of ICN Singapore Jam - Portal page and liaise with SAP Global ICN ML page, distribution lists, team servers, collaboration rooms
• Organize team meetings, regional business reviews and events
• Co-ordinate meetings for the Research & Innovation Product Management teams and assist team members
• Prepare and follow up on meetings (taking minutes, tracking and monitoring action items)
• Provide administrative and liaison support for office / center matters, including Reception / Secretarial, Finance, Marketing, Facilities, HR & Recruiting, IT and Internship & PhD Programs
• Regularly coordinate and maintain the center’s facilities and security access with SAP GFM (Global Facilities Management)
• Other assigned and ad hoc tasks

HR & Recruiting Operations Responsibilities
• Understand HR & Recruiting principles and act accordingly
• Manage on-boarding processes for new team members (internal and external hires)
• Administrative and operational support (eg. requisition creation & closure, posting publication & withdrawal, interview scheduling, Applicant tracking system maintenance, onboarding sessions scheduling, back-ground checks)
• Effective use of Recruiting Action Plan while applying standard processes and tools
• Effective screening & selection
• Offer closing skills
• Responsible for necessary administrative tasks associated with this role in collaboration with other HR teams as necessary
• Dealing with enquires (phone, email) related to HR & Recruiting process in an efficient and professional manner

Operations Support Responsibilities
• Collect and maintain department Internal Orders and Transfer Project details 
• Maintain and coordinate all Resource Planning for cost center and internal cross charge.
• Track project milestones, including following up with researchers and research partners including Universities
• Collect budget data and preparing annual budgets and monthly
• Assist in preparing monthly financial reports of the Centre and other regional groups.
• Consolidates reports with Global Operations
• Handle all the financial transactions of the Center and regional groups including payment of invoices through regional Finance department(s)
• Coordinate Legal documents, NDA's, third party contracts with the regional and SAP AG Legal departments
• Coordinate and assist team with IP and Patent matters
• Coordinate and maintain training requirements for the team
• Coordinate and support Center’s Internship, PhD scholar and other research and academic programs
• Expected to interact with executive assistants inside and outside SAP as a regular part of the job. Moreover he/she is expected to have a high attention to detail, organizational skills, ability to multi-task significantly and work well under pressure.
• Support managers with regards to communication tasks, such as team information/newsletter etc., JAM page maintenance
• Support in HR & controlling tasks (e.g. monthly reporting)

 

The following will take up approximately 15% of the role’s resources
Executive Assistant Support Responsibilities
• Support managers with administrative assistance (e.g. scheduling of meetings, meeting infrastructure like conference room booking, SAP CONNECT, Lync Skype for Business, travel management etc.)
• Manage diary/calendar and prioritize / action e-mails for the managers on their behalf and during absence
• Perform diversified administrative duties including written and verbal correspondences, meeting and calendar management, coordination and arrangement of travel schedules, monthly time and expense reporting and other related programs and duties as required.

 

EDUCATION AND QUALIFICATIONS / SKILLS AND COMPETENCIES

 

• Degree in one of the following disciplines (or equivalent): IS, Finance, HR, Business Administration
• Strong in self-organization
• Collaborative and able to work in an multi-cultural team of researchers, developers and business staff
• Excellent communication skills: oral, written, and in presentations; as well as the ability to fluently communicate verbally and in writing in English
• Self-motivated with ability to work independently within a complex environment
• Good written and verbal communication and presentation skills
• Proactive approach and mindset
• Excellent social and emotional intelligence quotient
• Strong knowledge of all aspects of MS Office, especially Outlook, PowerPoint and Excel
• Strong ability to prioritize and deliver quickly with high sense of responsibility
• Self-learner with out-of-the-box ideas and proposals
• Proactive and able to identify and solve problems before they reach critical stages
• Ability to multi-task and deliver highest quality work under time constraints in global environment
• Strong organizational and planning skills
• Flexible and capable of multi-tasking/managing a broad variety of tasks and topics
• Resourceful, proactive and able to work on your own initiative/independently
• High level of integrity and confidentiality
• Previous experience in other HR and/or Recruiting areas is an advantage

 

WORK EXPERIENCE

 

• Minimum 3-7 years of operations and administration experience
• 1 + years’ experience in the area of HR & Recruiting would be advantageous
• Knowledge of internal systems at SAP (such as ISP, CSS, SAP Corporate Portal, JAM) with 2 years within SAP would be advantageous
• Work experience at an executive assistant (EA) level position in technology or consultancy industry is preferred
• Experience in working with diverse teams split across multiple time-zones/locations
• Experience in coordinating and organizing events (internal and external) will be advantageous
• Knowledge of office applications and technologies

 

 

SAP'S DIVERSITY COMMITMENT

 

To harness the power of innovation, SAP invests in the development of its diverse employees. We aspire to leverage the qualities and appreciate the unique competencies that each person brings to the company.

 

SAP is committed to the principles of Equal Employment Opportunity and to providing reasonable accommodations to applicants with physical and/or mental disabilities. If you are interested in applying for employment with SAP and are in need of accommodation or special assistance to navigate our website or to complete your application, please send an e-mail with your request to Recruiting Operations Team , , ). Requests for reasonable accommodation will be considered on a case-by-case basis.

Additional Locations: