Job Description

• We are seeking a highly organized and proactive Administrative Assistant and Compliance Officer to provide comprehensive administrative support to our Sub-Saharan Africa cluster while ensuring that our organization adheres to all regulatory compliance requirements. This dual-role position will require an individual with exceptional multitasking abilities, strong attention to detail, and a solid understanding of compliance frameworks relevant to our industry.

General Responsibilities

• Generate Purchase Orders for vendors providing promotional materials and services for events.
• Communicate effectively with vendors to secure tax invoices for services rendered.
• Coordinate onboarding processes for new employees, including arranging access cards through Security.
• Liaise with IT to set up necessary hardware, software, and network drive access for new team members.
• Collaborate with Finance to facilitate applications for company credit and fuel cards.
• Arrange meetings, including booking venues, coordinating catering, and taking minutes as needed 
• Prepare and print conference and training materials for events
• Assist in the creation of PowerPoint presentations for meetings.
• Generate Promotional Material Requests (PMRs) for distribution
• Collaborate with stores for stock counts and provide updates on promotional materials nearing expiry.
• Maintain the Promotional Spend Tracker to monitor costs against budget allocations for the team.
• Perform general administrative duties, including printing presentations, collating documents, binding, and laminating as required.
• Develop and maintain an organized filing system, ensuring compliance with medical record-keeping standards.
• Act as a primary point of contact for internal and external clients and visitors, providing exceptional support as needed.

Financial responsibilities include the following:

• Confirm receipt of goods.
• Facilitate invoice submission to relevant person and follow up on payments.
• Liaise with Finance to ensure that credit notes are actioned and paid into the right accounts
• Forward the Proof of Payments to vendors
• Check and confirm budget allocations
• Follow up with Finance regarding budget queries as a result of incorrect allocations
• Submit and reconcile expense reports with the relevant and supporting documentation.

Travel arrangements support:

• Facilitate efficient and timeous generation of quotes for travel to ensure cost efficiency
• Arrange flights, accommodation, car hire, transfers and visas, forex as well as registration for events as necessary  

Compliance:

Ensure that only compliant vendors are added to the system by:

• Ensuring valid business rationale for adding vendor is in place
• Perform the necessary checks prior to listing
• Medical Administration Coordination

Perform all tasks related to generating compliant events in the system:

• FCPA should be done for all (valid for one year)
• DDQ to be done for all doctors (level 2 & 3) for overseas trips and level 2 for local trips. 
• This should be done for sponsorships as well.
• DPSS (fuzzy search) to be done for all sponsorships (organization and members)
• ABC done for invitees (when required) Level 3 doctors as well as Level 2 for overseas events
• Medpages, DDQ, DPSS and PCPA to be submitted for ABC approval.
• Confirm that the venue selected on the event is on the Company’s approved Vendor list
• Provide and confirm quotes for the delegates (Airfare, accommodation) unless it is a country to country event.
• Contracts Pre and Post event signed by all parties
• Invitations and agenda with the relevant rationale for the meeting should be attached
• Confirm and select the correct approvers based on the type of event and cost of event.
• Ensure that the honoraria invoices are submitted post event (with the approved function sheet and attendance register)
• Proof of meeting attendance (post event)
• Ensure that the meeting is closed with all the relevant supporting documentation and proof of attendance as well as the benefits of the sponsorship documented to our company.

Skills:

• Proficiency in the MS Office suite
• Ability to prioritize
• Attention to detail and ability to work under pressure
• Good verbal and written communication skills
• Ability to work with reports and to perform simple analytics
• Above average organization skills and a process driven orientation
• Planning and the ability to meet deadlines, supported by excellent time management skills
• Ability to work independently with a solution orientated outlook
• Good judgement and discretion.
• Knowledge of Compliance processes and procedures.

Qualifications:

• Relevant University degree or Diploma.
• Has an excellent command of English (both speaking and writing). French is an added advantage. 
• Minimum 5 years of experience as a department assistant.