Administrative Assistant and Compliance Officer

1 month ago

Midrand, South Africa MSD Full time

We are seeking a highly organized and proactive Administrative Assistant and Compliance Officer to provide comprehensive administrative support to our Sub-Saharan Africa cluster while ensuring that our organization adheres to all regulatory compliance requirements. This dual-role position will require an individual with exceptional multitasking abilities, strong attention to detail, and a solid understanding of compliance frameworks relevant to our industry.

**General Responsibilities**
- Generate Purchase Orders for vendors providing promotional materials and services for events.
- Communicate effectively with vendors to secure tax invoices for services rendered.
- Coordinate onboarding processes for new employees, including arranging access cards through Security.
- Liaise with IT to set up necessary hardware, software, and network drive access for new team members.
- Arrange meetings, including booking venues, coordinating catering, and taking minutes as needed
- Prepare and print conference and training materials for events
- Assist in the creation of PowerPoint presentations for meetings.
- Generate Promotional Material Requests (PMRs) for distribution
- Collaborate with stores for stock counts and provide updates on promotional materials nearing expiry.
- Maintain the Promotional Spend Tracker to monitor costs against budget allocations for the team.
- Perform general administrative duties, including printing presentations, collating documents, binding, and laminating as required.
- Develop and maintain an organized filing system, ensuring compliance with medical record-keeping standards.
- Act as a primary point of contact for internal and external clients and visitors, providing exceptional support as needed.

**Financial responsibilities include the following**:

- Confirm receipt of goods.
- Facilitate invoice submission to relevant person and follow up on payments.
- Liaise with Finance to ensure that credit notes are actioned and paid into the right accounts
- Forward the Proof of Payments to vendors
- Check and confirm budget allocations
- Follow up with Finance regarding budget queries as a result of incorrect allocations
- Submit and reconcile expense reports with the relevant and supporting documentation.

**Travel arrangements support**:

- Facilitate efficient and timeous generation of quotes for travel to ensure cost efficiency
- Arrange flights, accommodation, car hire, transfers and visas, forex as well as registration for events as necessary

**Compliance**:
**Ensure that only compliant vendors are added to the system by**:

- Ensuring valid business rationale for adding vendor is in place
- Perform the necessary checks prior to listing

**Medical Administration Coordination**

Perform all tasks related to generating compliant events in the system:

- FCPA should be done for all (valid for one year)
- DDQ to be done for all doctors (level 2 & 3) for overseas trips and level 2 for local trips.
- This should be done for sponsorships as well.
- DPSS (fuzzy search) to be done for all sponsorships (organization and members)
- ABC done for invitees (when required) Level 3 doctors as well as Level 2 for overseas events
- Medpages, DDQ, DPSS and PCPA to be submitted for ABC approval.
- Confirm that the venue selected on the event is on the Company’s approved Vendor list
- Provide and confirm quotes for the delegates (Airfare, accommodation) unless it is a country to country event.
- Contracts Pre and Post event signed by all parties
- Invitations and agenda with the relevant rationale for the meeting should be attached
- Confirm and select the correct approvers based on the type of event and cost of event.
- Ensure that the honoraria invoices are submitted post event (with the approved function sheet and attendance register)
- Proof of meeting attendance (post event)
- Ensure that the meeting is closed with all the relevant supporting documentation and proof of attendance as well as the benefits of the sponsorship documented to our company.

**Skills**:

- Proficiency in the MS Office suite
- Ability to prioritize
- Attention to detail and ability to work under pressure
- Good verbal and written communication skills
- Ability to work with reports and to perform simple analytics
- Above average organization skills and a process driven orientation
- Planning and the ability to meet deadlines, supported by excellent time management skills
- Ability to work independently with a solution orientated outlook
- Good judgement and discretion.
- Knowledge of Compliance processes and procedures.

**Qualifications**:

- Relevant University degree or Diploma.
- Has an excellent command of English (both speaking and writing). French is an added advantage.
- Minimum 5 years of experience as a department assistant.

We are proud to be a company that embraces the value of bringing diverse, talented, and committed people together. The fastest way to breakthrough innovation is when diverse ideas come together i

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