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Personal Assistant / Office Manager Job Vacancy

Personal Assistant / Office manager 
Location: Ethiopia
Industry: Pharmaceuticals
Our client, a multinational pharmaceutical company that specializes in the development and marketing of drugs for use in human medicine is seeking to recruit a Personal Assistant/Office manager. 

The ideal candidate will work closely with the General Manager Sub-Sahara Africa (SSA), and the other Directors, providing high level administrative support to ensure the efficient running of their offices

Facilitate the resourcing of their functions for optimal performance.

Duties and Responsibilities
  • Responsible for providing confidential executive level support to the General Manager and designated Direct Reports, and for managing day-to-day functioning of the Nairobi office.
  • Demonstrate high-degree of professionalism, initiative, confidentiality, and independence in supporting the General Manager and Direct Reports on a wide variety of issues ranging from executive support to smooth operation of the office.
  • Establish and maintain effective working relationships with Direct Reports, META (Middle East Africa Turkey) Executives, executive assistants.
  • In office manager role, ensure smooth administrative operation of the office and serve as a resource for Company including coordination with Regus (Serviced office staff and managers) for local office needs.
  • Handles overseas and other travel arrangements for the Directors (ticket reservation/purchase, etc.) and liaison with contact person(s) at destination to ensure smooth trip.  This also includes direct liaison with approved travel agents for visa in respect of the travels.
  • Manage administrative projects including resources, schedule, and budget as assigned.
  • Manage a complex calendar; coordinate appointments with internal staff, META/FPSA staff (time difference), external partners, vendors and consultants.
  • Preparing agenda, attending staff meetings, taking follow-up notes, disseminating to staff for follow-through.
  • Assisting Executives visiting the office: coordinate internal meetings, arrange logistics (transportation, hotel, etc.)
  • Communicate and handle incoming and outgoing electronic communications, and maintain office files both confidential and general corporate
  • Create expense reports for designated executives and review direct report expense reports before General Manager’s approval
  • Develops and delivers overall strategic communications plan in support of SSA objectives.
  • Maintains a smooth flow of work in accordance with changing priorities
  • Co-ordinates and implements office procedures in accordance with the company’s policy and maintains office systems to deal efficiently with proper flow, and the organisation and storage of paperwork documents and computer based information.
  • Manage the pool driver work, and coordinate with the Outsourcing agency for payroll and other related matters.
Skills & Abilities:
  • Good Secretarial and office management skills
  • Bachelor’s degree in either Language/Communication Arts or any Social Sciences
  • Strong interpersonal skills & ability to build and maintain relationships with diverse groups of people
  • Proven communication and presentation skills
  • Computer and IT capability to deliver value to the business in an inclusive collaborative manner. Proficiency in MS office applications  e.g. MS word, PowerPoint and Excel
  • Organizational & time management skills
  • Achievement, results driven, and Sound judgment
  • Previous successful experience of at least five (05) years as Executive/Personal/Admin Assistant in a multi-cultural environment.
  • Must be fluent in English, and Swahili.
  • An intermediate or advanced level of French, and a Medical/Pharmaceutical environment experience will be a plus.
To apply, send your CV and cover letter only to before close of business 10th November, 2015. 

Clearly indicate the position applied for on the subject line.

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