Administration Assistant - IPSEN

Title:

Company:

Job Description:

Location: Riyadh

Purpose of the position

To provide high quality administration service to efficient running of the business & provide administrative support to the organization & Cross Functional Team, assist Country manager/leadership team in the process of Finance payment/ GRs confirmations/ K2 System / SFDA Document submissions /tracking and iEngage system filing Coordinating and completing duties and perform general administrative tasks.

Main responsibilities / job expectations

• Email correspondence and diary management of leadership team
• Assisting country manager/leadership team in Sales POs tracking, filing, and archiving
• Facilitating Booking and arranging travel, transport, and accommodation for internal/External events in line with Ipsen T&E policy.
• Develop a work plan and lead initiatives execution, organize, and schedules own workload so that all activities are completed accurately and on time.
• submission of company letters and required samples to the relevant health authorities, e.g. Saudi FDA and GHC. Additionally, to collect, manage & archive all correspondence letters in a timely manner.
• Handling logistics for events owned by the teams, taking place in approved hotels.
• Manage and follow up on SDFA disclosure in alignment with TSO Manager .
• Initiation Event LOG for each event from raising I Engage to closing all Related issues.
• Creation of purchase orders, new vendor addition, confidentiality agreements, vendor contracts etc. are done in a timely manner.
• Work with our internal finance systems such as K2, Ariba, Adobe Sign, etc.
• Following Goods receiving (GRs) confirmation with project owner along with providing required documents to proceed for payment with finance controller on Time.
• In co-ordination with sourcing team, administrative assistant is responsible for full organizational and administrative processing of Regional and International Congresses, Standalone meetings, and Local events (incl. e.g., registration, travel, and ground arrangements).
• Prepare all documents such as internal approval forms, speaker contracts for external HCP meetings.
• Archive all meeting documents & approvals efficiently and effectively for audit purposes.
• Working closely with sourcing for vendors addition / quotation Requests/ following up payments.
• To complete all the activities or projects within the framework and in compliance with Ipsen SOPs and company policies.
• Due Diligence Check: Due Diligence is a process that involves risk and compliance check, investigating, review, or audit to verify facts and information about new suppliers/vendors.
• Sending couriers in a timely manner.
• All emergency and firefighting equipment is serviced at regular intervals as per Country Civil Defense regulations.
• Organize and maintain a comprehensive, accurate, up-to-date electronic and paper filing system with PRO coordination
• Prepare internal letters such as NOC for travel as and when required.
• Ensures that team adhere to deadlines, procedures, and quality standards; work to resolve and problems or errors. High quality delivery of day-to-day administrative activities
• Administrative support for Associates - including IT requirements, office supplies, office access and shared meeting facilities.
• Support any new joiner with office & IT equipment, access cards etc
• Monitoring and providing clear instructions and guidance to office boy for office cleaning, securing building permits etc.
• Order stationery and kitchen supplies as and when required and monitor consumption of kitchen items.
• Liaise with the SFDA to gain customs clearance to re-export samples and defective products outside of Saudi Arabia, and ensure approval is documented and shared with Head of Regulatory Affairs, Quality Manager.

Knowledge, abilities & experience

Education / Certifications:

• Bachelor s degree

Experience:

• Minimum 3 years experience in office Administration, or administrative support work

Languages:

• English

Key Technical Competencies Required

• Computer competence with Word, Excel and Outlook required.
• Analytical, numerical, reasoning, and multitasking abilities.
• Excellent interpersonal skills. Professional and positive approach, teamwork, and collaborative leadership style.
• Excellent communication and problem-solving skills
• Previous experience in finance systems such as SAP preferred.