Job Req Number: 34375

As part of DSV Panalpina Global IT, we are looking for a Senior Business Support Specialist to assist the overall IT Site Manager ensuring a smooth-running IT site through:

• well-functioning communication and collaboration at the site, including channels between employees and off-site line managers
• facilitating communication flows between Headquarter and the site, as well as across the different IT sites
• smooth integration into and collaboration with the Global IT organisation
• efficient and transparent interfaces with key stakeholders including local HR, Global IT HR business partners, supporting Finance unit, ISSC staff and RITS
• effective facility management, ensuring functional, comfortable, and safe working conditions
• promotion of standardization

As a Senior Business Support Specialist your major responsibilities and tasks will be:

• Relationship building: Together with relevant stakeholders, work closely with overall IT Site Manager to ensure transparent and respectful communication & collaboration across the local IT organization, pulse-checking with employees and feeding points of interest back to the overall IT Site Manager
• Communication: Facilitate communication and liaison between IT managers, team leads, employees and supporting group functions onsite to ensure that site frameworks are functioning smoothly through establishing/supporting e.g. manager meetings, exec visits, all hands meetings, town halls, newsletters, IT onboarding
• Compliance: Advise and coach IT colleagues to comply with internal regulations and procedures (e.g. finance, procurement, HR) and to adhere to established processes
• Go-to person when IT colleagues or supporting group functions raise questions re day-to-day operations (tools, processes, documents) including overtime, invoices, B2B contracts, WebCost, Travel Assistant
• Liaison to Landlord and external suppliers to ensure functional (providing required supplies), comfortable, clean, and safe working conditions, incl. organizing regular maintenance for air conditioning, lightning, heating, and plants.
• Compliance with internal real estate regulations and labor law requirements.
• Vendor Management: sourcing new vendors, negotiations, contracts issues, service metrics, orders and invoicing.
• Invoice Management: creation of new vendors, control & approval of invoices in WebCost, and alignment with Finance for queries regarding invoices and (over)due payments
• Office Security, Health & Safety: monitor office access, organize mandatory trainings and fire drills for Emergency & First Aid team, support mandatory H&S Audits. Act as SPoC for dedicated vendors. Owner of Covid-19 Contingency Plan and Chairman of Business Continuity Team. As Security Delegate responsible for carrying out the Self-Protection Measures, for ensuring that safety equipment is operational and has periodic maintenance, and for making the necessary decisions in case of emergency.
• Host visits to the office, keep corporate branding in the office up to date & organize corporate branded goodies.
• Behaviors and attitudes consistent with the values of DSV.
• Development of professional skills by participation in trainings, seminars and continuous self-learning.

Required Skills:

• Building trust / positive working relationships / partnerships
• Communication skills, both written and oral, especially in English
• Contributing to Team Success
• Facilitating Change
• Follow-up
• Gaining commitment
• Impact
• Initiating action / ability to execute
• Planning, organization, and administrative skills
• Quality orientation (attention to detail)
• Tenacity
• Pragmatic and positive ?go / can do? attitude/ problem solver
• Open and honest communication
• Conflict management & facilitating discussions
• Understanding of finance and procurement processes

Education and Experience:

• Minimum 3 years? experience in a similar position
• Knowledgeable regarding Security and Health & Safety matters

Job / Environment:

• Your job location will be Portugal (Lisboa, Saldanha) and you will be part of DSV Panalpina Global IT with peers working in remote teams across the Globe
• International Environment
• Permanent Contract with 35h / week

DSV ? Global Transport and Logistics
DSV is one of the very best performing companies in the transport and logistics industry. 60,000 employees in more than 90 countries work passionately to deliver great customer experiences and high-quality services ? as part of the operation or in a variety of supporting roles. If you have drive and talent and enjoy responsibility, we?ll give you the support you need to explore your potential and forward your career.
Read more at www.dsv.com