Admin Assistant, Upjohn – Sandton, Gauteng

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POSITION TITLE: Administrative Assistant

DIVISION: Upjohn

LOCATION: Johannesburg, SA

REPORTS TO POSITION TITLE: General Manager, Upjohn

POSITION SUMMARY

To provide comprehensive operational and administrative support to the Sales and Marketing Upjohn team

POSITION RESPONSIBILITIES

  • Upjohn Annual Calendar: all key events with including leads and for all congresses and meetings
  • Develop meeting tracker for all meetings locally and all international congresses to clarify roles and responsibilities
  • Promotional Material Management:
  • Develop Annual filing system for promotional materials
  • Manage the distribution process for material and ensure PSR’s receive timeously as per sales cycles
  • Upjohn Promotional material storeroom access and management to drive efficiencies
  • All requested purchase orders and invoice payments to be reviewed and aligned to the SOPs excluding ACM
  • Invoice reconciliation to be checked with submitting manger before submitting for payment
  • Invoice timeously submitted to Finance for processing
  • Purchase orders raised from The Financial Ariba System as per the signed Cost Estimate, and Accurate Purchase order number faxed to the client
  • Purchase Order tracker updated as required for Upjohn
  • File all the hardcopy documents for all purchase orders and invoice payments made
  • Print Outs from the Financial System printed out on a monthly basis and reconciled against our spreadsheet
  • Anomalies on budget identified and queried with Finance
  • Strong partnerships with Finance and Procurement team to improve cross functional working
  • Correspondence / communication management:
  • Telephones answered professionally and calls appropriately directed
  • Mail/Information correctly and promptly distributed within department
  • Correspondence appropriately answered where required
  • Administration management
  • Individual stationery ordered and distributed to team,
  • Filing and administration system for self and team developed and accurately maintained
  • Support for major Sales and Marketing events
  • Assisting BUL with travel arrangements, VISA embassy appointments and ensuring readiness of travel documents prior to departures
  • Effective handling of queries
  • Telephonic requests and queries from external customers/vendors and patients effectively managed
  • Queries escalated to appropriate level as required
  • Regular follow up conducted on all queries and requests
  • Meeting management, Admin management, Correspondence/Communication management as laid out above in this job profile applies
  • Assisting BUL with travel arrangements, VISA embassy appointments and ensuring readiness of travel documents prior to departures

EDUCATION AND EXPERIENCE

  • Matric
  • Business Administration tertiary qualification will be an advantage
  • 3-5yrs senior administrative experience
  • Administratvie experience supporting senior management and directors.
  • Microsoft Office suite

TECHNICAL SKILLS REQUIREMENTS

  • Information Resources
  • Communication Techniques
  • Excel expertise
  • Cross functional teamwork
  • Competence in “Challenging Conversations”
  • Business Acumen

CORE COMPENTENCIES .

Demonstrates Business Acumen: Knows how businesses work; knowledgeable in current and possible future policies, practices, trends, technology, and information affecting his/her business and organization; knows the competition; is aware of how strategies and tactics work in the marketplace.

Seizes Accountability: Takes personal accountability for outcomes. Thrives on increasing levels of responsibility by confidently taking actions to move the business forward, even when decisions are shared or ambiguous.

Self Awareness: Recognizes own strengths, limitations, and personal motivations. Actively seeks feedback and knows one’s impact on others. Acts with authenticity and ego maturity.

Commits to “One Pfizer”: Puts Pfizer’s business interests first. Invests in the success of the whole by aligning across boundaries. Recognizes that what is “best” for own division, function, or department may require modification to ensure alignment with what’s best for Pfizer overall.

Pfizer is an equal opportunity employer and complies with all applicable equal employment opportunity legislation in each jurisdiction in which it operates.

Apply here!

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