Philips Job Vacancies 2018

Philips is a world leading health technology company with a vision to make life better for people worldwide through meaningful innovation. Making good on this promise depends on our passionate, inspirational, collaborative and diverse team. We have over 80,000+ brilliant people around the world but are always looking for more like-minded, motivated, focused minds to join us in creating a healthier, more connected society while transforming themselves personally and professionally.

Philips Africa comprises all 54 countries of Africa, from the Cape to Cairo, and from the Atlantic to the Indian Ocean. Philips Africa is headquartered in Johannesburg, South Africa and it has a direct presence in four other African countries, in the cities of Accra, Casablanca, Cairo and Nairobi.
Curtly we have the opportunity for a dynamic Administrative Assistant to join our West Africa team in Accra.
In this role you will have the opportunity to provide all office support and local facilities management on site. You will support all Senior Managers and reports to one Snr Manager.
You may as well receive support requests from staff where necessary. You will perform your role in accordance with Philips behaviours and Global Business Principles (GBP).

Job Description

Job Title: Administrative Assistant

You are responsible for:

Administration
Execution of ad hoc letter and document requests, i.e. visa invitation/intro letters/ manuals/flyers/pamphlets, etc
Manage mail and courier services
Devise, improve and maintain the office record keeping systems
Manage office procurement needs, i.e. stationery, etc
Documentation of leave and submission to HR
Provide support to HR (HR Manager based in South Africa) with local activities
Assist with the raising of purchase orders
Co-ordinate travel arrangements, i.e. ticket booking, hotel reservation, car rental, etc
Manage preferred travel counsellor provider, i.e. service agreement
Compile preferred supplier lists, i.e. accommodation, car rental, etc
Planning and coordination of staff meetings and all events

Convey general information to all
Manage the driver schedule
Facilities Management
Support Real Estate & Facilities team with the execution of facilities services
Collaborates and co-ordinates facilities management work with external facility providers
Ensure recording of the daily requirements to be raised on a job card
Finance
Supplier quotes
Raising of purchase orders and payment of invoices
OHS (Occupational Health and Safety)
Ensure compliance with the local legislation and Philips requirements
Soft Services
Manage reception, i.e. telephone calls and visitors
Daily housekeeping
Security (access control to the building, issuing of access cards, daily visitors logbook,24 hr building surveillance,
Arrange for Pest Control as and when required
Cleaning services ( Cleaning of the common areas and work stations)
Manage boardrooms/ meeting rooms catering and setups
Window cleaning inside and outside
Replenishment of free issues, i.e. teas and coffees
Canteen / vending machines management if available on site
Hard Services & Maintenance
Generator
Air conditioning
UPS ( Link to IT server)
Elevators
Photo copier(s)
Furniture
Projectors and Audio visuals
Painting, Plumbing, Lighting
Garden Services
To succeed in this role, you should have the following skills and experience:
Relevant experience and secretarial/administrative knowledge
• Strong written and oral communication skills
• Excellent word processing and IT skills including knowledge of a range of software packages (MS Office, Excel, Power Point)
• Ability to work under pressure and to tight deadlines
• Good organizational and time management skills
• Ability to research, digest, analyze and present material clearly and concisely
• Excellent interpersonal skills
• Ability to work on your own initiative
• Honesty and reliability
• Attention to detail
• Flexibility and adaptability to juggle a range of different tasks and to work extra hours to meet deadlines
• Discretion and an understanding of confidentiality issues
• University degree.