About the job
Receptionist & Administration Assistant
Ipsen Pharma (SAS)
Summary / purpose of the position
To provide high quality administration service to MEA & Gulf team. Coordinating and completing duties and perform general administrative tasks.
Main Responsibilities / Job Expectations
Greeting visitors with a smile, helping them navigate to a meeting room and arranging with office girl to offer them with selected beverages as they wait.
Visitors to MEA Office – local management of booking meeting rooms, food & beverages, etc.
Support any new joiner with office & IT equipments, access cards etc.
Sending couriers in a timely manner.
Monitoring and providing clear instructions and guidance to office girl for office cleaning, securing building permits etc.
Order stationery and kitchen supplies as and when required.
All emergency and firefighting equipments are serviced at regular intervals as per Dubai Civil Defense regulations.
Maintenance & filter cleaning of air cons inside office are scheduled every quarter.
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.
Organize and maintain a comprehensive, accurate, up-to-date electronic and paper filing system.
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.
Booking and arranging travel, transport and accommodation in line with Ipsen T&E policy.
Prepare internal letters such as NOC for travel as and when required.
To complete all the activities or projects within the framework and in compliance with Ipsen SOPs and company policies.
Ensures delivery of day-to-day administrative activities
Plans, organizes, and schedules own workload so that all activities are completed accurately and on time.
Education / Certifications
Knowledge, abilities & experience
Minimum 2 years experience in any pharmaceutical company in UAE.
Proficient in MS Suite such as Word, Excel & PowerPoint
Previous experience in finance system such as SAP preferred
Thank you for considering Ipsen as an employer of choice. We wish you all the best with your application.
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