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\xe2\x80\x99s, 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\xe2\x80\x99s 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\xe2\x80\x99s degree

Experience:

• Minimum 2 years\xe2\x80\x99 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

Thank you for considering Ipsen as an employer of choice. We wish you all the best with your application.