Administrative Coordinator (Contractor)

Job Description

Job Title: Administrative Coordinator (Contractor)

Report to: Business Unit Director

Location: Cairo, Egypt

Responsible for administrative support of Marketing, Sales, Market access & Medical functions: Logistic management of all promotional and non-promotional meetings, main point of contact with advertising agencies, preparing reports and maintaining appropriate filing systems, managing correspondence and scheduling couriers, processing expense reports, meeting/event planning, creating or modifying business documents, preparing presentations from source materials, acting as a liaison for remote access issues.

Supplier Relationship, purchasing & Events Management:

Organizes large to medium size events for the BU targeting internal and external audiences (e.g. sales team, brand team, scientists, physicians, etc.),

Negotiation of tariffs with suppliers

Preparation of vendors contracts and ensure all signatures, preparation HCP/HCO agreements and letters, ensure print and signature.

Prepare honorarium fees of consultants and service providers (Promo event and Medical)

Provide direct PTP support across functional for processing shopping carts, ACRs and Payments.

Maintain SC/PO daily Log. Reconcile and update (uplift) PO and Invoice received before payment execution.

Posting vendors invoices -monthly records proofs of payments.

Provide the update POs for closing.

Manage all the booking, transfers, transportation for the events organized and follow up with travel agencies for flights details, congress accommodation and registration.

Provide detailed costing and comparative offers for different demand and as needed.

Tracking vendors invoices.

Ensure and organize promo projects.

Coordinate with the external agencies the Promotional material from preparation till reception.

Financial Reporting & Analysis:

Monthly closing submission of Journal Entries (monthly accruals, payments, POs, SCs,

Update all final expenses detailed of capital expenditure (related to Promo)

Manual / urgent payments (request submission + follow up)

Follow up with approvals

Calendar and promo/MAP follow up and update

Promo MAP follow up and update

Submit of document related to close out in MAP

Brand Team Coordination:

• Follow-up on all the BU's project on a weekly basis
• BT Meeting coordination

IFT Point of contact:

• Ensure a close follow-up with the IFT on administrative tasks (T&E, Veeva, IT material, local Initiatives, MAP), and ensure a close internal coordination with the relevant stakeholders
• Coordinate events preparation
• Archiving

BUD support:

Support the BUD on timely requests (T&E, travel arrangements, congress registration)

Qualifications:

List required and preferred qualifications (up to 10). Include education, skills and experience.

• University degree
• 2-3 years of experience as Event / Administrative Coordinator
• Proficiency in MS Office (MS Excel and MS PowerPoint, in particular)
• Knowledge of office management systems and procedures
• Good Interpersonal skills& Customer service
• Excellent time management skills and the ability to prioritize work
• Attention to detail and problem-solving skills
• Excellent written and verbal communication skills
• Strong organizational skills with the ability to multi-task
• Proficiency in English

Key Stakeholders:

Internal Stakeholders: GM, BUDs, Marketing manager, Brand managers, Sales Managers, IFT, Medical, Regulatory, Market Access, Finance, IT, HR

External Stakeholders: Suppliers, travel agencies, Third Party