Administration Assistant

JOB DESCRIPTION ADMINISTRATIVE ASSISTANT
Company: Global Pharma Group
Location: Tanzania
Industry: Pharmaceutical Products and Medical Supplies Importation and Wholesale
About Global Pharma Group
Global Pharma Group is a diversified pharmaceutical group comprising 12 branches operating across Tanzania. The Group specializes in the importation and wholesale distribution of pharmaceutical products and medical supplies, supporting the healthcare sector through its business operations.
We are looking for a highly organized, proactive and detail-oriented Administrative Assistant to support the Group's administrative, human resources, immigration, banking, reporting, and internal audit coordination activities across its 12 locations.
The ideal candidate should demonstrate strong organizational and communication skills, a high level of accountability, and the ability to manage multiple responsibilities efficiently while maintaining accuracy and confidentiality.
Key Responsibilities
1. Immigration and Expatriate Administration

• Apply and manage applications for work permits, residence permits, business visas, interim passes, Student Passes and visiting visas for expatriate employees across the Group.
• Liaise with the relevant immigration authorities and other government institutions to facilitate applications, renewals, and related administrative requirements.
• Monitor permit and visa expiry dates and ensure timely submission of applications and supporting documentation.
• Maintain accurate and up-to-date records of expatriate employees' immigration documentation.
• Prepare Memoranda of Understanding (MOUs), employment agreements, and other relevant contracts for expatriate employees.

2. Recruitment and Human Resources Support

• Recruitment activities, including arranging and conducting interviews in collaboration with the relevant managers.
• Prepare, review, and amend employment offer letters and other recruitment-related documentation.
• Flight bookings and travel arrangements for expatriate employees.
• Assess and document the training of newly recruited expatriate employees in accordance with company policies and procedures.
• Maintain organized employee records and support other HR-related administrative activities as required.

3. Government Liaison and Regulatory Support

• Visit immigration offices, Tanzania Revenue Authority (TRA) offices, and other relevant government institutions whenever required.
• Follow up on applications, official correspondence, documentation, and other matters involving government authorities.
• Ensure that assigned administrative and regulatory documentation is properly prepared, submitted, and maintained.

4. Banking and Financial Administration

• Bank deposits and obtain bank statements in case of Net-Banking issues.
• Bank account opening and closure processes for the Group's companies.
• Visit banks to resolve operational issues, including password resets, delayed or unprocessed transactions, and other banking-related queries.
• Prepare bank authorization letters and other supporting documentation as required.
• Follow up with banks to ensure that company requests and transactions are processed accurately and promptly, where necessary.
• Maintain proper records of banking activities and related correspondence.

5. Management Reporting and Data Analysis

• Extract, consolidate, and analyze data from Tally.ERP9 and Microsoft Access to prepare management reports.
• Prepare weekly and monthly reports as requested by management.
• Use Microsoft Excel to organize, reconcile, analyze, and present data accurately.
• Ensure that reports are complete, reliable, and submitted within the required timelines.
• Assist management with information gathering and other reporting requirements across the Group's 12 branches.

6. Internal Audit Coordination

• Plan and schedule internal audits across all 12 locations in coordination with management and the internal audit team.
• Liaise with the internal audit team and relevant company representatives to ensure audits are conducted according to the agreed schedule.
• Follow up on internal audit documentation, findings, and action points to support timely resolution.
• Maintain organized internal audit records and monitor the progress of outstanding audit-related matters.
• Balance Confirmation from Customers

7. Petty Cash and Office Administration

• Maintain petty cash records and ensure that supporting receipts and documentation are properly filed.
• Monitor office supply requirements and coordinate the purchase and replenishment of office materials.
• Maintain organized administrative records, files, and correspondence.
• Provide general administrative support to ensure smooth day-to-day operations.

8. Group-Wide Administrative Support

• Respond to and coordinate administrative queries raised by the Group's 12 branches across Tanzania.
• Communicate with relevant departments, managers, employees, banks, government offices.
• Follow up on pending requests and ensure that assigned tasks are completed within agreed timelines.
• Perform other administrative duties as assigned by management to support the efficient operation of the Group.

Required Qualifications and Skills
Technical Skills

• Microsoft Excel: Good working knowledge of VLOOKUP, XLOOKUP, SUMIF, and Pivot Tables.
• Microsoft Word: Ability to prepare professional letters, contracts, and reports.
• Tally.ERP9: Basic working knowledge and the ability to extract relevant data for reporting purposes.
• Microsoft Access: Ability to retrieve and export data for management reporting.
• Reporting and Documentation: Strong ability to organize information, maintain records, and prepare accurate reports.

Core Competencies

• Strong verbal and written communication skills.
• Excellent attention to detail and accuracy.
• High level of accountability, ownership, and responsibility.
• Strong organizational, planning, and time-management skills.
• Ability to multitask, prioritize assignments, and meet deadlines.
• Good problem-solving and follow-up skills.
• Ability to handle confidential information with discretion.

Preferred Experience

• Previous experience in administration, human resources support, banking coordination, internal audit, or management reporting.

Key Performance Expectations
The successful candidate will be expected to:

• Ensure timely processing and renewal of expatriate permits and visas.
• Maintain accurate and up-to-date administrative, employee, banking, and internal audit records.
• Submit management reports accurately and within agreed deadlines.
• Coordinate internal audits effectively across all 12 branches.
• Respond promptly to requests from the Group's branches.
• Maintain proper petty cash documentation and effective office supply management.