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Job Title: Assistant Global Meetings & Events, Hotel and Card Lead
Location : Bengaluru, India
The incumbent will function as primary stakeholder and traveler liaison for all assigned programs, with a key focus on Offsite Meetings & Events. The incumbent will play a pivotal role and will be responsible to implement, run and maintain the global strategy and programs in his or her category working alongside the Regional Travel Leads and In-country Service Delivery Managers. Working closely with Procurement, they will be responsible for the sourcing of the annual hotel/venue Program. The Global Lead also serves as primary contact between internal clients and external suppliers to ensure all program related travel and meeting needs are met in the most cost-effective manner. The management of the central Card Program and Card supplier relationship will also fall under their responsibility with the main duty to develop and maintain a strong credit card administrator program and act as the main ETS Travel focal point for all centrally paid travel cards. As a member of the overall Global Credit Card team, this position will also be responsible for answering employee and vendor inquiries for centrally paid cards used by the Travel Services team as first level support and expert.
Skills / Experience / Qualifications required- Work closely with vendors, tool suppliers and other stakeholder groups to manage, deploy and implement the strategy and programs
- Ensure strategic meeting management process is adhered to under Travel and Meetings Policy guidelines, including reporting violations to higher management
- Track and reconcile event and travel spend to ensure adherence to event budget and monitor volume for room nights, meeting rooms and entire spend as required to provide a source of information to secure additional savings based on usage together with preferred suppliers and Procurement
- Strong collaboration with Regional Travel Leads, Procurement and IT Business partner
- Utilizing technology to oversee usage of the respective programs and run extensive reports
- Ensuring that all partners are researching and booking economically feasible rates for all aspects of employee lodging and travel for offsite meetings
- Provide excellent management of suppliers and supervision of individuals responsible for meeting and events
- Gather all information from e-mails, meetings and verbal conversations regarding the various meetings and local, regional or global needs to help create an environment that meets the needs of the programming agenda
- Interact with the leadership of the organization, adapt best practices and provide best in class service
- Maintains current knowledge of industry trends and information to be able to offer new ideas to internal customers to better meet their needs
- Update the Corporate Travel and Meeting Management intranet site with up-to-date market and industry trends and information to provide a source of information for employees
- Track savings on meetings achieved through strategic meeting management process
- Understand and adhere to the company’s risk and regulatory standards, policies and controls in accordance with the company´s risk management guidelines
- Identify risk-related issues needing escalation to management
- Resolve problems or complaints from consultants both internal and external as related to meetings and events
- Oversight of the issuance and cancellation of centrally held cards, maintenance of organizational hierarchy, and production of management reporting
- Monitors and reports on key performance metrics related to exception/non-compliance reporting
- Monitoring spend for compliance to policy, works with supplier to minimize credit losses and to identify financial risk factors while working with stakeholders to resolve issues
- Liaise with ETS Finance / Expense Accounting to ensure policies and procedures are aligned, integration with Expense system is optimized, help desk teams are briefed to answer employee questions, and cardholders receive appropriate support for escalation issues
- Create and manage documentation policy, procedures and communications to establish global standards and support implementation of best practices
- Creates communications and maintains intranet information to assist cardholders to manage their accounts effectively and delivers customer service to the business
Experience and qualifications required:
- Bachelor's degree (or equivalent)
- First experience in a service environment or travel management function
- Ideally experience in running both, a meetings & event function or a card program
- Excellent written and oral communication skills
- Interpersonal and intercultural competences
- Presentation skills
- Highly organized
- Ability to prioritize main duties
- Problem solving capacity
- Multi tasking abilities
- Team worker
- Negotiation competences
- Computer skills
- Attention to details
- Able to work under stress
- Able to work without close supervision
- Self motivated, creative and initiativeTeam alignment –
- Cultivating relationships to ensure collaboration, integration and alignment
- Creating a winning mindset and shared vision for team success
Key interfaces
- Key Service providers and preferred partners (event partner, credit card companies)
- Travel Services Team
- Service Delivery Directors and Managers
- Procurement
- Country Management Teams and Cluster Leadership
- Internal Safety & Security teams
- Traveler & booker community
- Communication, IT and Procurement BP