Office Administrator

1 month ago

Cape Town, Western Cape, South Africa MSD Full time

Job Description

The Office Administrator and Warehouse Admin Assistant operates as a support function to the entire TSBU business, from an administrative and communication perspective. The position is a full-time, office-based position, at our Somerset West site, Cape Town, South Africa.

Job Responsibilities:

  • First line of contact: Receptionist - always maintaining overall confidentiality and professionalism in a corporate environment.
  • Administrative duties and general duties include typing of correspondence, Set-up & Maintenance of boardroom as well as coordinating Office events.
  • Requesting quotations, ordering and distribution of Stationary, Office, Kitchen, and cleaning consumables.
  • Interaction & continuous clear communication with internal departments include Sales Orders, Dispatch, Warehouse and Finance
  • Interaction with external parties and support teams: IT, Security, Cleaning company, etc.
  • Assisting Warehouse Manager with general administrative duties: Sourcing new vendors, obtaining quotes, raising purchase orders, new vendor contract preparation, any other ad-hoc administrative assistance, including travel arrangements for TSBU personnel.
  • General administrative assistants to the Business Development & Site Lead: Included but not limited to: General administrative tasks, Staff communication, Travel arrangements, Creating presentations, etc.
  • First aid officer and emergency point of contact during office hours, including Injury on Duty and all Administration and filing of reports.
  • EHS: Assisting to ensure Employee Health and Safety, as well as other compliance requirements, are met and always maintained for the site.
  • Assisting to ensure that business objectives are effectively achieved, consistent with company requirements and to ensure that it's all within compliance.
  • Assisting with tender document compilation and communication.
  • Other administrative functions include compiling, updating & recordkeeping of internal training, including any updates on Company Policies, SOP and Business Continuity Plans.
  • Create & maintain a proper and user-friendly digital filing system.

Pharmacovigilance

  • Although the Technology Solutions product portfolio is non-regulated, in the event of receiving any communication relating to an Adverse Event/ Product Quality Complaint, the employee shall, within one (1) business days or three (3) calendar days, whichever is shorter from the date of receipt of such communication, notify the Pharmacovigilance Department by email.
  • The employee shall cooperate fully with and provide all reasonable and necessary information and assistance to the Pharmacovigilance Department in connection with any investigation relating to the report.
  • All Adverse Event/Product Quality Complaints is reported to the relevant Product Specialist and/or Technical Manager (Veterinarian) and they are expected to deal with it within the given timelines.

Knowledge and Experience Required

  • Diploma / Qualification in Secretarial Management by an accredited institution.
  • Minimum of three years' experience in a similar role.
  • Exposure to tender administration a plus.
  • Good computer literacy (MS Word/MS PowerPoint/MS Excel/MS Teams)
  • Good communication skills
  • Excellent telephone manner.
  • Fluent in English & Afrikaans (Reading, Speaking, Writing).

Current Employees apply HERE

Current Contingent Workers apply HERE

Search Firm Representatives Please Read Carefully
Merck & Co., Inc., Rahway, NJ, USA, also known as Merck Sharp & Dohme LLC, Rahway, NJ, USA, does not accept unsolicited assistance from search firms for employment opportunities. All CVs / resumes submitted by search firms to any employee at our company without a valid written search agreement in place for this position will be deemed the sole property of our company. No fee will be paid in the event a candidate is hired by our company as a result of an agency referral where no pre-existing agreement is in place. Where agency agreements are in place, introductions are position specific. Please, no phone calls or emails.

Employee Status:

Regular

Relocation:

VISA Sponsorship:

Travel Requirements:

Flexible Work Arrangements:

Not Applicable

Shift:

Valid Driving License:

Hazardous Material(s):

Job Posting End Date:

08/12/2024

*A job posting is effective until 11:59:59PM on the day BEFORE the listed job posting end date. Please ensure you apply to a job posting no later than the day BEFORE the job posting end date.

Job Posting End Date:08/12/2024

A job posting is effective until 11:59:59PM on the day BEFORE the listed job posting end date. Please ensure you apply to a job posting no later than the day BEFORE the job posting end date.

Requisition ID:R305562

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