Organon – Administrative Assistant For MSD In Dubai

As an Administrative Assistant/Coordinator, provide essential administration and logistics support to the Marketing Director, Brand Leads & BCMs as detailed below and handle and workload that may involve critical deadlines.

Responsibilities:

Marketing Director Support

  • Manage meeting invites and coordinate visa & travel arrangements and accommodation requirements for meetings inside and outside the country
  • Responsible for preparing and scheduling team meetings throughout the year
  • Handle general management PO’s from creation to invoicing and closing
  • Point of contact when coordinating for the Marketing team with regional and global executive assistants and coordinators
  • Manage Ad-hoc projects, if any, as directed by manager

Business Support

  • Meeting Preparation and Event Tracking
  • Documentation
  • Creating event requests PRF and follow up compliance requirements & secure internal approvals for events management system VEEVA from pre- to post-event closure
  • Organizing, planning & executing requirements
  • Performing DPSS for all relevant stakeholders
  • Preparing speaker contracts, invitation letters for customers & third-party sponsorship contracts based on approved templates and SOP’s
  • Preparing and obtaining approvals on FCPA and due diligence for govt HCPs attending events
  • Raising travel requisitions for attendees, LPO and approvals
  • Preparing reports for reconciliation of all events
  • Closure of PRF’s with actual cost of the meeting within set timelines
  • Conducting self-audits of marketing & sales meetings and related documents regularly to ensure completeness and accuracy

Registration

  • Registration of selected delegates for each congress
  • Processing payment memo for approval and liaise with Accounts dept. for transfer of payment

Travel and Logistics

  • Liaise with corporate travel agency for travel arrangements of team members & customers attending any event
  • Creation of invitation/sponsorship letters
  • Liaise with local embassies, consulates (whenever applicable)
  • Coordinate with hotels, agencies, tour operators, and other relevant vendors

Indirect Procurement

  • Liaise with vendor/service provider to gather required information to setup vendor in SAP
  • Ensure all documentation and dealings with vendors are in accordance with compliance
  • Securing cost efficiencies by negotiating and obtaining preferential rates with suppliers
  • Handle full cycle of payment management with vendors (including scanning and submitting invoices for payments processing) and act as primary point of contact on event payment/expenses
  • Follow up on goods & services delivery status and close PO’s in SAP
  • Create payment request form (PRF) where PO is not required e.g. Speaker Honoraria payments

General Administration

  • Filing and storage management.
  • Ensure all documentation is as per compliance and audit standards.
  • Skills & Experience Required

Qualifications:

  • At least 2 years of Administration experience in Healthcare
  • Strong planning & organization skills
  • Fluent in written & spoken English
  • Strong in Microsoft software applications specially Excel
  • High level of Emotional Intelligence
  • Strong Communication Skills
  • Ability to multitask & manage project prioritization

#Newco

Search Firm Representatives Please Read Carefully
Merck & Co., Inc., Kenilworth, NJ, USA, also known as Merck Sharp & Dohme Corp., Kenilworth, NJ, USA, does not accept unsolicited assistance from search firms for employment opportunities. All CVs / resumes submitted by search firms to any employee at our company without a valid written search agreement in place for this position will be deemed the sole property of our company. No fee will be paid in the event a candidate is hired by our company as a result of an agency referral where no pre-existing agreement is in place. Where agency agreements are in place, introductions are position specific. Please, no phone calls or emails.

Employee Status:Regular

Relocation:No relocation

VISA Sponsorship:

Travel Requirements:

Flexible Work Arrangements:

Shift:

Valid Driving License:

Hazardous Material(s):

Requisition ID:R89251

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