Administrative Assistant - Midrand at MSD

Job Description

• 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).