PERSONAL ASSISTANT

Position Purpose:
To provide high-level confidential secretarial and administrative support to the Country President SSA and
members of the department by preparing reports, handling information requests, and performing clerical
functions such as preparing correspondence, receiving visitors, arranging flights and accommodation when
necessary, arranging conference calls, and scheduling meetings.

Key Performance Areas:
 Secretarial and administrative support
 Manage and maintain Angola office admnistration
 Co-ordinate all travel arrangements for local and international travel as required.
 Arrange local and international teleconferences.
 Assist with new team member onboarding needs e.g. office equipment, stationery, utilities;
access card etc
 Produce allocated reports and distribute to the appropriate business partners
 Co-ordinate and organise all department meetings and workshops and the catering thereof.
 Co-ordinate and organise team events
 Provide collective secretarial support to Angola leadership and commercial team.
 Prepare and process invoices and P.O’s for payment on SAP, and follow up to ensure timely
payments occur
 Requisition and record stationary purchases and corporate stationery e.g. letterheads, envelopes
etc.
 Assist with preparation and forwarding of AstraZeneca expense reimbursements to
finance/payroll
 Assist travelling team members with timeously completing travel insurance documentation and
follow-up

Establish and maintained stakeholder relationships
 Develop and maintain collaborative relationships with functional team members and key internal
customers and maintain visibility and accessibility, working in close collaboration with them to
realise AstraZeneca’s long-term objectives
 Work effectively and proactively with other PAs and staff to ensure that department goals and
objectives are achieved
 Positively represent AstraZeneca to key players and other identified stakeholders

Maintained administrative systems and corporate governance
 Office administration recording and filing: design, implement and maintain the filing systems and
electronic filing database for function office/department office
 Ensure all administrative requirements of department are met
 Adhere to company policies and procedures
 Comply with Code of Conduct and PharmaCode in all interactions and dealings on AstraZeneca’s
behalf

Personal effectiveness:
 Maintain current knowledge of AstraZeneca policies and procedures; and standards of practice
(SOP’s)
 Achieve competence in prescribed skills and knowledge
 Identify developmental needs and locate appropriate learning resources

Alignment of personal and company values
Adverse Event Reporting
Safety Health and Environment
Logistics Co-ordination:

 Prepare documentation for all promotional Material and IT material shipments into SSA. Liaise
with the Office Manager to obtain all necessary pre-shipment documentation (i.e. Import license,
Form M etc.)
 Co-ordinate the shipping with the nominated freight agent.
 Follow up with the country of final destination until the consignment is received and cleared.
 Assist with the clearing process when necessary.

Minimum Requirements:
 Matric Qualification / High School
 Secretarial qualification an advantage
 3- 5 years Personal Assistant experience – dealing with senior level of management
 Advanced computer literacy
 SAP experience an advantage
 Previous experience in the pharmaceutical industry would be advantageous but not essential

Competencies:
 Computer Knowledge
 Team Player
 Proactive/ Strong Initiative
 Action orientated/ Sense of urgency
 Excellence and Integrity
 Efficient and well organized
 Able to communicate effectively at all levels (verbal and written)
 Results orientated
 Strong analytical ability
 Discretion
 Attention to detail and accuracy is essential
 Professional

AstraZeneca