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.
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 tessie@flexi-personnel.com before close of business 10th
November, 2015.
Clearly indicate the position applied
for on the subject line.
