Essential Job Responsibilities
Responsible for providing confidential executive level support to the General Manager and designated Direct Reports, and for managing day-to-day functioning of the Nairobi office.
Demonstrate high-degree of professionalism, initiative, confidentiality, and independence in supporting the General Manager and Direct Reports on a wide variety of issues ranging from executive support to smooth operation of the office.
Establish and maintain effective working relationships with Direct Reports, META (Middle East Africa Turkey)/FPSA (Ferring Pharma SA) Executives, executive assistants.
In office manager role, ensure smooth administrative operation of the Ferring office and serve as a resource for Company including coordination with Regus (Serviced office staff and managers) for local Ferring office needs.
Handles overseas and other travel arrangements for the Directors (ticket reservation/purchase, etc.) and liaison with contact person(s) at destination to ensure smooth trip. This also includes direct liaison with approved travel agents for visa in respect of the travels.
Manage administrative projects including resources, schedule, and budget as assigned.
Manage a complex calendar; coordinate appointments with internal staff, META/FPSA staff (time difference), external partners, vendors and consultants.
Preparing agenda, attending staff meetings, taking follow-up notes, disseminating to staff for follow-through.
Assisting Ferring Executives visiting the office: coordinate internal meetings, arrange logistics (transportation, hotel, etc.)
Communicate and handle incoming and outgoing electronic communications, and maintain office files both confidential and general corporate
Create expense reports for designated executives and review direct report expense reports before General Manager’s approval
Develops and delivers overall strategic communications plan in support of SSA objectives.
Maintains a smooth flow of work in accordance with changing priorities
Co-ordinates and implements office procedures in accordance with the company’s policy and maintains office systems to deal efficiently with proper flow, and the organisation and storage of paperwork documents and computer based information.
Manage the pool driver work, and coordinate with the Outsourcing agency for payroll and other related matters.
Candidate Profile and Qualifications:
Good Secretarial and office management skills with a Bachelor’s degree in either Language/Communication Arts or any Social Sciences.
Strong interpersonal skills & ability to build and maintain relationships with diverse groups of people.
Proven communication and presentation skills.
Computer and IT capability to deliver value to the business in an inclusive collaborative manner. Proficiency in MS office applications e.g. MS word, PowerPoint and Excel.
Organizational & time management skills.
Achievement, results driven, and Sound judgment.
Previous successful experience of at least five (05) years as Executive/Personal/Admin Assistant in a multi-cultural environment.
The incumbent should be in possession of a Bachelor’s degree in either Language/Communication Arts or any Social Sciences.
Must be fluent in English, and Swahili.
An intermediate or advanced level of French, and a Medical/Pharmaceutical environment experience will be a plus.
