Receptionist & Administration Assistant

3 weeks ago

Dubai, United Arab Emirates IPSEN Full time

**Title**:
Receptionist & Administration Assistant

**Company**:
Ipsen Pharma (SAS)

**Summary / purpose of the position**

To provide high quality administration service to MEA & Gulf team. Coordinating and completing duties and perform general administrative tasks.

**Main responsibilities / job expectations**
- **Greeting visitors with a smile, helping them navigate to a meeting room and arranging with office girl to offer them with selected beverages as they wait.**:

- ** Visitors to MEA Office - local management of booking meeting rooms, food & beverages, etc.**:

- ** Support any new joiner with office & IT equipment’s, access cards etc.**:

- ** Sending couriers in a timely manner.**:

- ** Monitoring and providing clear instructions and guidance to office girl for office cleaning, securing building permits etc.**:

- ** Order stationery and kitchen supplies as and when required.**:

- ** All emergency and firefighting equipment’s are serviced at regular intervals as per Dubai Civil Defense regulations.**:

- ** Maintenance & filter cleaning of air cons inside office are scheduled every quarter.**:

- ** Creation of purchase orders, new vendor addition, confidentiality agreements, vendor contracts etc. are done in a timely manner.**:

- ** Work with our internal finance systems such as K2, Ariba, Adobe Sign, etc.**:

- ** Organize and maintain a comprehensive, accurate, up-to-date electronic and paper filing system.**:

- ** Prepare all documents such as internal approval forms, speaker contracts for external HCP meetings.**:

- ** Archive all meeting documents & approvals efficiently and effectively for audit purposes.**:

- ** Booking and arranging travel, transport and accommodation in line with Ipsen T&E policy.**:

- ** Prepare internal letters such as NOC for travel as and when required.**:

- ** To complete all the activities or projects within the framework and in compliance with Ipsen SOPs and company policies.**:

- ** Ensures delivery of day-to-day administrative activities**:

- ** Plans, organizes, and schedules own workload so that all activities are completed accurately and on time.**:
**Knowledge, abilities & experience**

**Education / Certifications**:

- **Bachelor’s degree**:
**Experience**:

- ** Minimum 2 years’ experience in any pharmaceutical company in UAE.**:
**Languages**:

- ** English**:

- ** Proficient in MS Suite such as Word, Excel & PowerPoint**:

- ** Previous experience in finance system such as SAP preferred**:

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