Supply Chain Administrator

Key purpose: The Assistant must be organised, dedicated, and self-directed, with excellent written and verbal communication skills and the ability to independently prioritise and multi-task. S/he must be comfortable working in a fast-paced office and interacting with business. S/he must be willing to occasionally work long hours.  Duties and responsibilities: Manage the diary of the Supply Chain Manager. Co-ordinate and ensure the Supply Chain Manger schedules are well planned, followed, and respected. Prioritize conflicting needs; handle matters expeditiously, proactively, and follow projects to successful completion, often with deadline pressures. Answer and direct phone calls, write letters and emails on behalf of the Supply Chain Manager. Maintain contact lists. Act as a barometer, having a sense of priority of issues as they arise, keeping the Supply Chain Manger updated regularly and whenever necessary. Perform general clerical duties to include but not limited to photocopying, mailing, and filing. Maintain hard copy and electronic filing system. Document management - Receive, register, and dispatch all incoming correspondence. Manage and co-ordinate all logistical arrangements for all travel for the Supply Chain Manger Monitoring and co-ordination of project information Ensure that no confidential material is left lying around material to be safely stored. Co-ordinate, type and collate the submission of monthly progress reports for the Supply Chain Manager Support the Supply Chain Manager with research, abstracts, and preparation of information for meetings, projects, presentations, and reports. Assist with the management of workflow and systems in the Supply Chain Managers office. Handle sensitive information in a confidential manner. Coordinate office procedures Develop and update administrative systems to make them more efficient. Write out operating procedures and ensure they are kept current. Tender Applications assist in all aspects of completing the tender applications. Organize and schedule appointments and meetings. Transcribe and distribute meeting agendas and minutes for the Supply Chain Manager Attend all meetings as requested, taking minutes at all meetings, ensuring absolute attention to detail with no comebacks or corrections to be made afterwards. Follow up and ensure all outcomes of meetings are implemented as per the meeting minutes. File all meeting minutes for easy retrieval and reference at any point in time Qualifications and experience: Matric National Diploma in administration or equivalent A qualification in secretarial and office management or equivalent Computer literate Minimal bachelors degree required. Minimum of 5 years relevant work experience or comparable combination of education and experience Three years experience at a senior secretarial level, preferably within the pharmaceutical environment Proficient in Microsoft Office (Outlook, Word, Excel, and PowerPoint), Adobe Acrobat, and social media web platforms Experience with reception duties Experience with meeting management Skills and competencies: Familiar with administration policies, systems, and procedures Strong organisational skills that reflect ability to perform and prioritise multiple tasks seamlessly with excellent diligence. Emotional and intellectual maturity Resourceful team-player, with the ability to be effective independently. Ability to manage confidential information with discretion. Meet deadlines in a challenging environment. Able to use relevant software in particular the MS Office suite of packages A strong knowledge of MS Excel The use of general office equipment Strong computer skills including word processing, spreadsheets, graphical presentation, and Internet research skills. Project management, communication, presentation, and report writing. Practical skills such as the ability to set up presentations. Decision-making Problem-solving Customer service orientation People skills tact, diplomacy Initiative Flexibility Accountability High degree of computer literacy including particularly good typing skills Strong organisational skills Proficiency in filing and maintaining filing systems. Punctual