Administrative Coordinator at Pfizer

Reports to: East Africa Cluster Lead / Country Manager, Kenya

Region: SSA

Affiliate/Department/Location : Nairobi Kenya

Job Purpose

• Administrator for Kenya office and first point of contact for related support functions and service providers.
• Provision of Secretariat/Administrative support to the country manager and the East Africa leadership team.

Key Accountabilities

Office coordination and management

• Make certain all administrative tasks are carried out in line with the stipulated policies and procedures and ensuring compliance is adhered to always.
• Proactively provide support for all departments.
• Support and act as point of contact for the procurement/Fleet department.
• Support and act as point of contact for the human resources department; support with management of the medical insurance scheme, oversee allocation of work tools, staff induction, interview set up and document archiving.
• Ensure that office supplies (stationery, equipment etc.) and services are maintained at appropriate levels
  • Monitor and ensure service level agreement are met
  • Monitor inventory
  • Collaborate with procurement to ensure cost-effectiveness

Corporate Admin

• Support Country Manager in administration related to Pfizer laboratory legal entity
• Coordination of stakeholders / signatories relating to legal entity
• Ensure requisite registrations, permits, licenses and documentation are up-to-date

Selected Country Manager admin ( as agreed with the CM)

• Calendar management
• Travel planning

Global Operations

Requirements

• First point of contact for Global Ops - Dubai
• Interface with local contractor (Broll)
• Ensure that site is maintained to Pfizer defined standards
  • Physical site inspections weekly
  • Review of Broll invoicing
  • Oversight of maintenance (planned and one-off)

Costs

Timeliness

• Provide strategic recommendation to CM / Global Ops re site maintenance, development and usage

Visitor Travel Management

• Manage protocol and coordinate local travel itinerary for Pfizer colleagues travelling to Nairobi
  • Liaise with relevant functions; assistants, security, logistics providers
  • Liaise with embassies and airlines (travel agencies) for visas and flight routings
  • Assist with Visa applications, immigration activities as required

Additional Projects As Required By Country Manager

• EHS point of contact
• HR support as required
• ISO support as requested

Job Specific Technical/Functional/Professional Competencies:

• Acts decisively
• Seizes accountability
• Holds people accountable
• Effective planning and time management skills
• Ability to work successfully within a complex corporate environment
• Ability to work with little or no supervision
• Effective interpersonal, influence and communications skills
• Excellent oral and written communication skills
• Attention to details and work with a high degree of accuracy
• Highly organized and flexible
• Ability to multitask and meet changing deadlines
• Ability to maintain confidentiality
• Working knowledge of email, scheduling, spreadsheets and presentation software

Experience

And Knowledge

• Degree in law or sciences or social sciences
• 2-3 years’ experience in a multinational organization or a large well-structured organization.

Pfizer is an equal opportunity employer and complies with all applicable equal employment opportunity legislation in each jurisdiction in which it operates.