Senior Specialist Head Office Works Council (m/f/d)

at  Adidas

Purpose & Overall Relevance for the Organisation:
To efficiently support the overall Works Council Head Office function and ensure a smooth flow of communication between the Works Council Head Office, the Works Council Chairman and the Committees of the Herzogenaurach Works Council.
This role performs administrative tasks for the Head Office of the Works Council at the Herzogenaurach site.

Key Responsibilities:

• Acceptance of orders for services or deliveries of goods from the HZA committees, usually after prior resolution, e.g., for training and educational events, material resources, information and communication technology, commissioning of legal experts (in accordance with §37/6, §40, §80/9 Para. 3 BetrVG) etc.
• If necessary: researching and supporting, as well as advising on the selection of suitable suppliers (e.g. training providers, speakers, moderators, trainers, etc.), discussing order details and coordinating with suppliers, obtaining offers and, if necessary, requesting supplier master data (for initial creation in the adidas systems), as well as coordinating the conclusion of contracts with internal and external partners
• Planning, coordination and organisation of appointments, which includes, amongst others: room finding and booking, as well as ordering and securing technical and room equipment, catering and security personnel, support from internal and external service providers (e.g. interpreters) etc., if necessary
• Creating announcements and newsletters, as well as updating the intranet presence of the HZA committee if necessary
• Managing, coordinating and maintaining the WoCo mailbox, including processing, forwarding and filing incoming enquiries on the assigned topics
• Participation in the conception of training measures on topics for the works council committee (training catalogue)
• Maintaining the organisational chart of the Herzogenaurach Works Council
• Analyses and reporting
• Taking on administrative and coordination tasks for committees, working groups and the works council chairperson
• Coordination & administration of works council meetings or retreats
• Organising, coordinating, and handling all travel for the team members, including flight and hotel bookings
• Preparation of travel expense reports
• Administration of the purchasing platform with creation of shopping carts and orders. Creation and administration of material and supplier data. Monitoring of orders, booking of incoming goods and preparation of invoice verification. Pro-active monitoring of open purchase orders and careful checking of deliveries for goods and services through to goods receipt posting
• Supporting the other Head Office Works Council roles

Authorities:

• i. A.

Key Relationships:

• Internal: Works Council Chair Herzogenaurach including all members and substitute members of the Herzogenaurach committee.
• Labour Relations
• General Works Council
• European Works Council and other local and interest groups
• External: IGBCE trade union representatives; training and education organisers, works council committees of other companies

Knowledge, Skills and Abilities:

• Excellent knowledge of working with Microsoft Office 365
• Excellent knowledge of Microsoft Power Platform (Microsoft Power Automat, Power BI and Power Apps)
• Very good written and spoken German and English skills
• Very good communication skills
• A high level of service orientation when dealing with internal and external stakeholders and customers
• Good organisational skills
• Experience in project management is desirable
• Good experience and knowledge of ordering processes and systems
• Good knowledge of the general business practices of the works council, as well as the most important legal framework for the works council business (BetrVG) and the EU GDPR
• Should be Expert German speaker

Requisite Education and Experience / Minimum Qualifications:

• Commercial apprenticeship
• At least 2-3 years of relevant work experience

• Acceptance of orders for services or deliveries of goods from the HZA committees, usually after prior resolution, e.g., for training and educational events, material resources, information and communication technology, commissioning of legal experts (in accordance with §37/6, §40, §80/9 Para. 3 BetrVG) etc.
• If necessary: researching and supporting, as well as advising on the selection of suitable suppliers (e.g. training providers, speakers, moderators, trainers, etc.), discussing order details and coordinating with suppliers, obtaining offers and, if necessary, requesting supplier master data (for initial creation in the adidas systems), as well as coordinating the conclusion of contracts with internal and external partners
• Planning, coordination and organisation of appointments, which includes, amongst others: room finding and booking, as well as ordering and securing technical and room equipment, catering and security personnel, support from internal and external service providers (e.g. interpreters) etc., if necessary
• Creating announcements and newsletters, as well as updating the intranet presence of the HZA committee if necessary
• Managing, coordinating and maintaining the WoCo mailbox, including processing, forwarding and filing incoming enquiries on the assigned topics
• Participation in the conception of training measures on topics for the works council committee (training catalogue)
• Maintaining the organisational chart of the Herzogenaurach Works Council
• Analyses and reporting
• Taking on administrative and coordination tasks for committees, working groups and the works council chairperson
• Coordination & administration of works council meetings or retreats
• Organising, coordinating, and handling all travel for the team members, including flight and hotel bookings
• Preparation of travel expense reports
• Administration of the purchasing platform with creation of shopping carts and orders. Creation and administration of material and supplier data. Monitoring of orders, booking of incoming goods and preparation of invoice verification. Pro-active monitoring of open purchase orders and careful checking of deliveries for goods and services through to goods receipt posting
• Supporting the other Head Office Works Council role