Spot On for Talent Acquisition & Development

Administrative Assistant

Job Purpose: describe in one or two sentences the primary purpose of the job

Administrative and organizational support to the North Africa Cluster Lead and his team, including: agenda management, events and travel coordination, facilitating with and participating in client meetings, preparation of power point presentations, sales reports consolidation , spent excel work sheets support.
Key Accountabilities: (the main results the job holder is accountable for delivering)
General office support
Carry out administrative functions proficiently and complete quality work on a timely basis:
Manage office communications: Answering phone call, directing calls as appropriate, taking messages and managing correspondence within the appropriate level of priority.
Expedite flow of work, initiate follow-up when necessary and anticipate priorities to ensure deadlines are met.
Provide the cluster lead with administrative office support:
Prepare and edit meeting agendas, minutes and action items
Prepare reports and presentations using Microsoft office software
Help to manage the procurement of computer equipment and office supplies to the departments to ensure smooth running of the office
Maintain and disseminate updated e-mail distribution lists and key contact lists for Vaccines colleagues
Manage travel Arrangement
Make international travel arrangements, scheduling transportation, hotel, car, visas etc.
Use the online travel system and liaise with BCD for flights, accommodation etc. and preparation of detailed itineraries
Liaise with Pfizer colleagues globally, regarding travel, accommodation & transfer arrangements for international meetings
.
Meeting Planning and organization
Work closely with other colleagues to organize events and coordinate workflow
Coordinate meeting logistics including meeting rooms, catering and meeting preparations
Manage calendar through Outlook, in alignment with priorities
Proactively resolve meeting conflicts diplomatically
Project Work
Completing special projects as assigned:
Assist various members of the team with office familiarization and relocation, including room preparation, unpacking of files, equipment and their appropriate storage.
Creating & managing submissions for meetings & events, as well as creating the HCP paperwork for Speakers and Consultants who are selected to attend these meetings.
Finance and Suppliers
Maintain receipts and records relating to office expenses, and process expenses through the E&Y process as required.
Create and upload projects onto CAF, MAPP& CEP system for financial approvals.
Developed A&P and T&E budget tracking tools for the team in order to facilitate monitoring of expenditure related to each brand.
Ensure that Interact and FCPA paperwork is completed for vendors and HCPs upon project initiation to ensure compliance.
Follow & complete year-end procedures with regards to payments and accruals.
Process payment of suppliers and HCPs in line with the procurement and compliance process.
Create LPO’s in the purchasing system and follow up of vendors to ensure delivery of orders in a timely manner.
3-5 experience.
Job Specific Technical/Functional/Professional Competencies:
Knowledge of Computer software’s(Microsoft office including, word, excel , power point)
Typing and ability to summarize
Communication skills
Time management
Confidentiality & Integrity
French is a plus.
Financial background is plus.
Pfizer is an equal opportunity employer and complies with all applicable equal employment opportunity legislation in each jurisdiction in which it operates.

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Address : Siedmiogrodzka 1 / 123, 01-204 Warszawa
Phone : +48 660 762 309

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