Pillar 2 Administrative Assistant at Marie Stopes

Key Responsibilities

• Collate field reports on monthly basis for operations support and compliance officer review and approval.
• Generate reports from various operations system for daily reporting to Operations support & compliance officer.
• Raise all requests on the system on behalf of the Department and ensure prompt follow up with P&L for timely delivery.
• Support the Field teams in ensuring the logistic support is offered including conference package, Accommodations, Vehicle requests -payments of hotels/suppliers for trainings and other conferences.
• Collate and file all centres, departments, and staff licenses, with an active tracker on validity periods and notify the respective centre/teams when renewal is due.
• Review and escalate SRN (store requisition notes) for further approvals and processing of the order by P&L.
• Collate and file and track all centres referral MoU’s with hospitals and with emergencies doctors.
• Frequent confirmation and dissemination of ambulance details, MoU’s, hotlines, and share as possible.
• Support the department in organizing review meetings, including appropriate documentation of all meetings proceedings, action points, and progress against action points from previous meetings.
• Collate and review of all claim forms in the departments for completeness and accuracy as per policy and escalating for further review and approval(s).
• Review completeness and accuracy of cash request and/or surrenders documents before escalating for subsequent reviews and approval(s).
• Archiving of all centres operational data and information relating to performance on SharePoint.
• Documentation- accurate filing of all documents including staff and facility licenses, reports, workplans.
• Conduct special delegated projects and other assignments as per the respective line manager requests.
• Online archiving of all reports from field teams for ease of retrieval and future reference. 

REQUIREMENTS

Knowledge, skills, and attitudes

Qualifications:

• Diploma/bachelor’s degree in a business related course.
• At least 3 years working experience in commercial operations, supporting a chain of reputable hospital/medical facility.

Skills:

• Proven experience as an Administrative Assistant or Office Admin Assistant
• High regard for confidentiality and demonstrable integrity
• Knowledge of office management systems and procedures
• Commitment to excellent client care and the delivery of client-focused services.
• High level of attention to detail
• Proficiency in MS Office (MS Excel and MS PowerPoint, in particular)
• Excellent time management skills and the ability to prioritize work.
• Proactive and anticipate need from teams and support.
• Strong organizational skills with the ability to multi-task
• Ability to work flexibly to meet service needs
• Communication skills: to convey message clearly and concisely, in a manner appropriate to the target audience both in writing and verbally 
• High level of professionalism and management of clients
• Team player who accepts constructive criticism and is comfortable with giving constructive criticism.
• Ability to remain calm under pressure