Administrative Support

Customer Service

• Provides the highest level of customer satisfaction by aiming to meet and exceed customers expectation of the department
• Informs team leads and concerned team members on a regular basis about important calls/requests from customers

Processes, procedures, policy and compliancy

• Implements efficiently the administration of procedures and processes of the company for assigned Sales Teams (eg. Contract management, Congress submission and monitoring, )
• Contributes to the identification and implementation of more efficient operating practices and procedures within the department and where applicable within the company
• Ensures that the department administration is done in adherence to Mercks policies and procedures
• Acts as a gatekeeper for compliancy rules, policies and mindset
• Gives input to the compliance officer, team lead and members on SOPs, compliancy rules and regulation

Financial support

• Ensures that purchases are covered by Purchase Order requests and are in accordance with the global procurement procedure
• Ensures the follow-up of financial processes from order to payment
• Monitors team budgets in SAP and provide regular feedback on budget status to department head
• Gives input to the budget owners on budget status

Internal Communication and team work

• Communicates frequently and effectively with internal stakeholders to ensure that goals and objectives are met
• Pro-actively ensures coordination between departments in resolving day-to-day administrative and operational problems
• Delivers high quality support to the healthcare professionals

Secretarial and administrative support to department (head)

• Day-to-day administrative/secretarial support is provided in a timely manner
• Reads and analyzes incoming mail, requests and reports in order to determine their significance and ensure appropriate action/follow-up (eg distribution, highlight priorities, ensure deadlines are respected)
• Prepares business correspondence according to required procedures or based on guidance of the department head
• Handles telephone calls in an efficient way (eg transfers to the right contact person, take notes and ensure appropriate follow-up)
• Develops report and data templates that contribute to a simplification of the department administration
• Ensure effective document and record management in line with policies and procedures

Project management

• Provides assistance to department projects to meet project objectives
• Disseminates project information in a timely manner to all relevant parties
• Within the pool and team be subject matter expert on assigned topic

Education & Experience

• Secretarial degree or equivalent

Functional competencies:

• Trilingual (D-F-E)
• Excellent computers skills: Word, Excel, Powerpoint, is a requirement
• Very good organizational and planning skills
• Effective interpersonal skills
• Problem solving and decision making
• Ability to work independently as well as within a team
• Good verbal and written communication skills
• Accuracy and attention to detail
• Pro-active/flexible mind-set

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