AEM - Medical Middle East in Medical Nutrition is looking for Office Administrator in Cairo.
With our global presence, brands and business within our mission,bringing health through food to as many people as possible; we believe that people growth is a key asset to reach a sustainable business performance. Take this opportunity to GROW together! PURPOSE OF THE JOB The Office Manager is responsible in organizing and coordinating office operations and procedures in order to ensure organizational effectiveness and efficiency. Communicating with people at all levels across all business functions and countries is a key part of this role as well as dealing with key stakeholders and a range of external providers and customers.
KEY RESULT AREAS Supporting Sales & Marketing Teams Tracking and reporting expiry of goods by liaising with distributorsAssisting to arrange internal & external meeting requested by Sales & marketing Teams (hotels, visas & transports)Raising POs in probuyer in accordance with purchasing policyKeeping track, reviewing and validating expense claims of Sales & Marketing before sending to National sales ManagerAssisting Marketing and Sales teams with presentations (if required)Coordinating with Finance, HR, marketing and Supply Chain Teams in Dubai Head office Receptionist Duties Answer incoming calls in a professional manner at all times; receive and correctly route incoming calls, take and distribute accurate messages in order to ensure smooth operations both internally and externally. Greet visitors and determine the nature of their visit; maintain visitor logs; alert appropriate party of visitor arrival or direct visitors to appropriate office, department or employee. Arrange for small internal meetings and lunches, and checking availability in meeting room system. Respond to routine inquiries from internal or external sources, for example on the organization's location, hours of operation, phone numbers, or email address. Check courier invoices and liaise with Finance Department for payment. Act as Security Administrator as he/she is in-charge of the automated office security system; giving access to Danone employees and keeping it up-to-date by deleting employees who left the company. Manage archiving of old office/administration documents Office Administration Duties Arrange cost effective purchase of office equipments, stationery, consumables, etc. as per the requirement of the regional office and ensure its timely distribution. Maintain good working relationship with suppliers to ensure long-time commitment from them to give the company the best corporate rates. Arrange for cafeteria services and office cleaning services (if needed)Responsible for managing corporate materials printing as well as of various office stationery. Manage and handle business couriers both incoming and outgoing. Handle sensitive and/or confidential information and/or documentation with appropriate discretion and regard for the physical security of associated paperwork and electronic files. Responsible for keeping track of hotel corporate agreement. Process admin. related invoices. Prepare POs for travel and other office expenditures in probuyer systemLiaising with ELN administration to handle parking card distribution and ensure its file is up-to-date. Participates in ad-hoc projects as required. Responsible for managing the Office Assistants and ensure their excellent level of performance. Ensure office facilities are in good working condition.
CANDIDATE PROFILE Minimum a Graduate or equivalent with 0-5 years of experience in a receptionist/secretarial/office management position, ideally in an international environment. Proven track record of dealing with Administrative issues. Fluent in written and spoken English.
Soft & Functional Skills Takes the initiative to provide support to staff. Asks questions to identify the needs and priorities. Works hard to provide an efficient and effective services to others. Is able to judge the relative priority of different tasks or information. Actively maintains effective working relationships. Is direct and assertive and confident in communicating with others. Stays calm when dealing with a range of demands. Can generate ideas to improve the planning and organisation of time and work. Speed, accuracy and attention to details. Advanced knowledge of Microsoft Powerpoint, Word and Excel CODES (Danone leadership attitudes) CREATES a Meaningful Future Dares to Challenge and Drives for TransformationCo-Builds a Compelling Vision OPENS Connections inside and outside Connects and Builds Authentic RelationshipsInfluences and Mobilizes Stakeholders through his/her Convictions DRIVES for Sustainable Results Delivers Value for Danone, Customers & Communities with high StandardsTakes Accountability and Makes Decisions EMPOWERS Self and Diverse Teams Fosters Collective Impact through Teamwork and DiversityAssesses Fairly, Cares and Develops People SELF AWARE Maintains Self-Balance Maintains Self-BalanceUnderstands Self & Strives for Development find out more about Danone www. danone. com