Supply Chain Administrator

7 months ago

Johannesburg, South Africa Qetello Holdings Full time

***

**Duties and Responsibilities**:
**Administration**
- Manage the diary of the Supply Chain Manager. Co-ordinate and ensure the Supply Chain Manger schedules are well planned, followed, and respected.
- Prioritize conflicting needs; handle matters expeditiously, proactively, and follow projects to successful completion, often with deadline pressures.
- Maintain contact lists.
- Act as a “barometer,” having a sense of priority of issues as they arise, keeping the Supply Chain Manger updated regularly and whenever necessary.
- Perform general clerical duties to include but not limited to photocopying, mailing, and filing.
- Maintain hard copy and electronic filing system.
- Document management - Receive, register, and dispatch all incoming correspondence.
- Manage and co-ordinate all logístical arrangements for all travel for the Supply Chain Manger
- Monitoring and co-ordination of project information
- Ensure that no confidential material is left lying around - material to be safely stored.
- Co-ordinate, type and collate the submission of monthly progress reports for the Supply Chain Manager
- Support the Supply Chain Manager with research, abstracts, and preparation of information for meetings, projects, presentations, and reports.
- Assist with the management of workflow and systems in the Supply Chain Manager’s office.
- Handle sensitive information in a confidential manner.
- Coordinate office procedures
- Develop and update administrative systems to make them more efficient. Write out operating procedures and ensure they are kept current.
- Assist in ensuring the Austell Operating system is properly implemented within the department.

**Meetings**
- Organize and schedule appointments and meetings.
- Transcribe and distribute meeting agendas and minutes for the Supply Chain Manager
- Attend all meetings as requested, taking minutes at all meetings, ensuring absolute attention to detail with no comebacks or corrections to be made afterwards.
- Follow up and ensure all outcomes of meetings are implemented as per the meeting minutes.
- File all meeting minutes for easy retrieval and reference at any point in time.

**Qualifications and Experience**:

- Matric
- National Diploma in administration or equivalent
- A qualification in secretarial and office management or equivalent
- Computer literate
- Minimal bachelor’s degree required.
- Minimum of 5 years relevant work experience or comparable combination of education and experience
- Three years’ experience at a senior secretarial level, preferably within the pharmaceutical environment
- Proficient in Microsoft Office (Outlook, Word, Excel, and PowerPoint), Adobe Acrobat, and social media web platforms
- Experience with reception duties
- Experience with meeting management

**Skills and Competencies**:

- Familiar with administration policies, systems, and procedures
- Strong organisational skills that reflect ability to perform and prioritise multiple tasks seamlessly with excellent diligence.
- Emotional and intellectual maturity
- Resourceful team-player, with the ability to be effective independently.
- Ability to manage confidential information with discretion.
- Meet deadlines in a challenging environment.
- Able to use relevant software in particular the MS Office suite of packages, A strong knowledge of MS Excel
- The use of general office equipment
- Strong computer skills including word processing, spreadsheets, graphical presentation, and Internet research skills.
- Project management, communication, presentation, and report writing.
- Practical skills such as the ability to set up presentations.
- Decision-making
- Problem-solving
- Customer service orientation
- People skills - tact, diplomacy
- Initiative
- Flexibility
- Accountability
- High degree of computer literacy including particularly good typing skills
- Strong organisational skills
- Proficiency in filing and maintaining filing systems.
- Punctual

**Remuneration**

R 18 000.00 - R 20 000.00 CTC per month depending on experience

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