Function Admin

To organize and coordinate Function activities and manage office administration and procedures, to ensure organizational effectiveness & efficiency. Core purpose is to develop intra-office communication protocols, applying administrative procedures, Moreover, manage data collection and arrange weekly/monthly connect with MOM as well as manage and organize business visits and travel booking and claims for the FH and LT.

Responsibilities

Meetings & Governance: Coordinate and schedule meetings end-to-end, including preparing agendas, taking minutes, and ensuring follow-up on action items. Manage all logistics such as room booking, catering, materials, and setup to ensure smooth and effective meetings for the HR team.

Reporting & Analytics: Prepare, consolidate, and maintain HR reports and dashboards on a daily, weekly, and monthly basis. Support data accuracy and provide clear insights to the Function Head and HR Leadership Team to enable informed decision-making.

Presentations (HR LT): Develop clear and professional presentations for the HR Leadership Team, including data summaries, insights, and key updates to support business reviews and strategic discussions.

HR Governance: Support key HR processes such as Town Halls, monthly reporting, Visier updates, exit interviews. And ELR investigation and action plan tracking and follow up. Ensure timelines are met and information is accurate and well organized.

Employee Engagement & HR Activities: Plan and execute employee engagement initiatives and internal HR activities. This includes organizing events, creating and publishing newsletters, and supporting initiatives that improve employee experience and culture.

Talent Agenda & Cross-functional Collaboration: Work closely with Talent Management, Communications, and Total Rewards teams to support and deliver the talent agenda, related HR initiatives and internal communications.

Head Office Activities: Manage Head Office-related activities such as organizing photoshoots, internal campaigns, and supporting company-wide events and communications with related stakeholders.

Budget & Finance Management: Track and manage HR budgets, monitor expenses, and ensure alignment with company policies. Act as petty cash custodian, handling reconciliations, expense reports, and reimbursements accurately and on time.

Administration & Office Support: Provide day-to-day administrative support, including managing correspondence, filing documents, and maintaining organized records for easy retrieval.

Management Team Support: Support the management team with administrative needs such as handling communications, coordinating shipments, and ensuring smooth daily operations.

Attendance & Records Management: Maintain accurate records of leave and support HRLT in claims, credit cards and settlements

Procurement (SAP & MyBuy): Create and manage Purchase Requisitions (PRs) in SAP and MyBuy, ensuring all requests follow company processes and approvals.

Travel & Logistics: Coordinate travel arrangements including hotel bookings and transportation for PepsiCo sector and global team visits, working closely with Facilities to ensure a smooth experience.

Legal Support & Contract Management: Support legal processes by maintaining organized archives of contracts and legal documents, ensuring proper filing, confidentiality, and easy retrieval. Track contract status, renewals, and key deadlines to ensure compliance and timely follow-up.

Qualifications

Education Bachelor s degree in Business Administration, HR, Management, or a related field (pre