Administrative Assistant

Admin Assistant to provide support to Medical Affairs team with administrative projects for a fixed term period. The duration of the contract is **twelve (12) months. **The role will be based in Midrand. This role will report to Medical Affairs Director.

**The job duties include the following**:

- Arrange access and business cards for New Employees
- Order stationery for all Team members when its needed (Medical Affairs)
- Organise monthly department meetings
- Manage events for Medical
- Take minutes for all our meetings
- Set-up meetings for NHI WG and taking minutes for every meeting
- Book and request travel for team members (Medical Affairs)
- Get quotation from travel Office check if all dates and times are correct and send to the travel to confirm if all is in order

**Admin**
- Loading content and users on our medical education Platform (Digi-CME)
- Provide guidance on Expenses queries for the team
- Upload important documents on Microsoft Teams and onto share drive
- Design, functionality implementation and uploading of pioneer GMSA diversity & Inclusion newsletter
- Generate purchase orders for all vendors that falls under PO based vendors on SAP/COMET and manage process end to end
- Getting approval from managers before loading the PO on Comet
- Issue PPR for Invoices to Finance for payment and follow up appropriately
- Approve PPR as a first line approver for medical department which are issued by another department i.e. Regulatory
- Load new vendor on MDG

**Compliance**
- Create Events on Salesforce on behalf of medical team and submit for approval
- Check all the information submitted to ensure that all required documents are valid (FCPA, Quotes, Contracts, DDQ, etc)
- Route the request to the approvers
- Creating Contract agreement for HCP that will participate in the organisations' events
- Assist in getting approvals for Events documents that requires approvals from Managers, Directors and MD
- Complete and close the events on Sales Force and create note to file if needed (6 weeks after the event)
- Submit deviations/note to file for approval
- Working with Compliance in submitting all quarterly events

**DPCO and medical information**
- Ensuring accurate recording and reporting of inquiries on the IRMS system
- Ensure timely management of medical information requests by routing of MIRs to Mobil Saglik for handling
- Appropriate routing of inquiries to PV and quality
- PV, PQC MI collaboration, Process assurance, keeping timelines
- Monthly PV Reconciliation and sign off
- Providing monthly reports to the medical team

**Education and Experience Requirements**:

- Matric
- Accredited Diploma/Degree in Business Administration or equivalent will be an advantage
- SAP knowledge will be an advantage
- Excellent proficiency MS office packages (MS Word, Power Point, Excel, Teams and Outlook)
- Good communication skills
- At least 3 years’ experience in Admin Support environment.

**Secondary** Language(s) Job Description**:
**Education and Experience Requirements**:

- Accredited Diploma/Degree in Business Administration or equivalent will be an advantage
- SAP knowledge will be an advantage
- Excellent proficiency MS office packages (MS Word, Power Point, Excel, Teams and Outlook)
- Good communication skills
- At least 3 years’ experience in Admin Support environment.

**Required Skills and behavioral attributes**:

- Ability to prioritize and handle pressure
- Highest ethical standard and confidentiality
- Exhibit a methodological and organized work routine, but flexible enough to adapt to change
- Familiarity with would be an added advantage
- Ability to work in cross functional team
- Communication skills
- Strong problem-solving skills
- Ability to work in high performance teams, and in a matrix organization. Ability to negotiate and influence others.
- Excellent team player; must excel at teamwork in cross-functional groups. Must be able to interact successfully with a variety of individuals at the local level, including Medical Advisors working in different therapeutic areas, MRL teams, commercial teams and contract research organizations (CROs).

**Search Firm Representatives Please Read Carefully**

**Employee Status**:
Temporary Contractor

**Relocation**:
**VISA Sponsorship**:
**Travel Requirements**:
**Flexible Work Arrangements**:
**Shift**:
**Valid Driving License**:
**Hazardous Material(s)**:
**Requisition ID**:R250365