Job Purpose:<\/p>\n
\tTo perform timely, accurate and professional Administrative and Secretarial functions for the Head of Supply\u00a0Chain \u2013 One Africa by organising meetings, functions, booking of travel, throughout the various Cipla offices in\u00a0One Africa and global team and where required.<\/p>\n
Key Accountabilities:<\/p>\n
Travel Arrangements:<\/p>\n
\tArrange travel – flights, visas, transfers\u00a0
\n\tIssuing of all travel documentation and itinerary prior to departure\u00a0
\n\tArranging detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.<\/p>\n
Meetings and Functions:<\/p>\n
\tMeeting and greeting visitors at all levels of seniority
\n\tOrganising meetings and ensuring the Director is well prepared for meetings
\n\tCompiling of agendas
\n\tCollating the meeting packs which are circulated before meetings
\n\tMinute taking\u00a0
\n\tArrange refreshments and IT equipment for meetings
\n\tMinutes to be completed timeously with the final draft after the meeting.
\n\tObtain quotes and arrange special events for the Supply Chain (where required).
\n\tLiaise with events team and wellness teams for CDG events.<\/p>\n
Diary Management:<\/p>\n
\tEnsure busy diary commitments, papers and travel arrangements are managed effectively.
\n\tDiscuss diary and upcoming engagements, invitations and other requests.
\n\tOrganising and maintaining diaries and making appointments.
\n\tLiaise with internal and external delegates.
\n\tBooking venues for the meetings.
\n\tResponsible for refreshments when required during the\u00a0meetings.\u00a0<\/p>\n
Administrative:<\/p>\n
\tFilter general information, queries, phone calls and invitations to the Director by redirecting or taking forward such contact as appropriate
\n\tKeep and maintain an accurate record of papers and electronic correspondence on behalf of the Director.
\n\tCompiling documents, briefing papers, reports and presentations
\n\tLiaising with clients, suppliers and other staff.
\n\tTo effectively manage the day to day running of the office of the Director
\n\tSubmission of Expense Claims for the team.
\n\tPrioritises conflicting needs; handles matter expeditiously, proactively
\n\tInterface with other PA’s and Reception\u00a0 and communicating relevant info to senior managers via PA’s
\n\tFiling of all documentation and information.
\n\tKeep record of invoices received and liaise with Finance to arrange payment and follow up and give feedback to relevant parties.\u00a0<\/p>\n
Skills and Knowledge:<\/p>\n
\tGrade 12 Matric Equivalent
\n\tSecretarial Diploma Certificate<\/p>\n
Relevant experience:<\/p>\n
\tMinimum 5 years proven experience in a Senior and Corporate PA role
\n\tTake minutes at meetings, either shorthand or typing
\n\tMust have worked on Ms Office: Outlook, PowerPoint, Word, Excel
\n\tPortray a professional image
\n\tKnowledge of all facets of local and international travel arrangements
\n\tGood understanding of customer service\u00a0<\/p>\n
Skills:<\/p>\n
\tEffective communication skills
\n\tSound organisational and planning skills
\n\tUsing Initiative
\n\tAble to solve problems and use initiative to deal with situations
\n\tEffectively manage multiple demands and tasks
\n\tAccurately check detail of processes and tasks to ensure that it is of a high standard
\n\tAbility to maintain a high degree of loyalty, integrity and discretion
\n\tConfidentiality is essential
\n\tProactive, can-do attitude, Team Player<\/p>\n
go to method of application \u00bb<\/p>\n
Apply via company website ( http:\/\/www.cipla.co.za ) or<\/p>\n
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