Facility Operations and Administrative Manager

Site Name:* Egypt - Cairo
Posted Date: Sep ‎20 ‎2022

Job Purpose
This role has responsibility and accountability for :
* The provision of administrative support and assistance to the Site Directors at Egypt including the ability to work on own initiative, handling sensitive confidential company and personnel information
* Manage site events and workshops (internal and external)
* .Lead communication activity across both sites liaising with Country communication lead
* Delivery of facility services including housekeeping, general conditions, fleet and canteen including quality, cost and compliance.
Key Responsibilities
Administrative Role
* Provide a comprehensive pro-active administrative support to the Site Directors including complex diary management
* Managing the expense process for the SD as well as purchase order process for the department
* Taking full responsibility for the smooth running of VIP Visits, Town Halls, , site events and workshops etc.. and all other relevant site engagement activities .
* Organize all travel and logistics in line with the T &E Policy, including dealing with visa requirements before international travel.
* Organizing Leadership Face-to-Face and other key meetings to ensure the logistics are in place, i.e. video conferences, Teams meetings, booking AV assistance, refreshments (where applicable) and supporting in developing meeting agendas and creation of key documentation and logistics as per the policy.
* Maintaining local/central departmental distribution lists to support audit readiness compliance
* Providing assistance to other SLT and staff on site, and contributing to the continual, improvement and consistency of working methods.
* Acting as point of contact for internal and external customers for queries with SD
* Ensuring effective PSM communications are cascaded within the SLT organization.
* Ensure process and documents are in place before international travel
* Office Management: Interact with Site Facilities for office fixes, improvements, raising help desk calls and deal with any other issues of responsibility
* Facilitate, coordinate and liaise with key staff to prepare and plan the department for audit readiness.
* Attend and scribe at the LT monthly and any other meetings where necessary
* Supporting the Site Directors with the writing/drafting of internal communications/announcements
* Carry out specific projects, as Admin and communication support
* Track travel expenses for SD, contact finance department to follow-up
* Provide English translation support when required
* Responsible for company stamp for official documents
* Keeping a copy for site official and legal document as a copy for business need
* Responsible for issuing the invitation letters for site visits (Cairo /Giza)
Communications role
* Plan, co-create, edit and publish brilliant digital content across our channels
* Partner with global communications colleagues
* Lead on appropriate implementation of work place activity to strengthen engagement with our content among our existing audiences
* Ensure traditional and new media monitoring and reporting process are in place to ensure the business has full understanding of media coverage and impact across the site.
* Business partner with site leadership team in developing proactive communications and engagement plans
* Lead delivery of effective communications plans and change
* To build GSK as Employer of Choice through effective internal communications that deliver high levels of employee understanding and engagement, ensuring plans are executed to positively motivate employees, increase their understanding of and alignment with GSK business strategy, reinforce GSK 's values and behaviours and improve ongoing two-way communications
* Lead and take a hands-on approach when necessary to organize face-to-face communications with employees and key stakeholders such as chat and coffee and Townhalls and prepare presentations, speeches, and other content to maximize the engagement of leadership teams with the business.
* Engaging and inspiring people with GSK tools and branding .
* Support updates on site branding as per brand-Hub update.
* Ensuring leaders lead the change and apply communication plan.
* Monitor performance and behaviours during chat and coffee and town halls
* Work with engagement team to improve the sprit and performance
* Supporting with communication tools to establishing, implementing, managing and continuously improving the EHS programs to ensuring company activities is comply with EHS GSK Standard.
Facility Coordination 's role
* Establish and develop key relationships internal and external to actively managing and optimizing facility service operations to best serve our employees and business
* Develop a professional relationship with key representatives 3rd party providers as needed ensuring the delivery of a world class end to end Facilities function
* Work closely with key internal stakeholders (e.g. HR, Tech, procurement, etc.) to ensure those services are integrated as a part of a joined up, cohesive approach to employee experience.
* Assume full accountability for the control of OPEX and CAPEX expenditure, ensuring financial acumen across their organization and responsibility for effective budget management
* Responsible for local delivery of all facilities and services within sites, ensuring cost, quality and compliance targets are achieved by key contract partners.
* Develop and embed contract governance processes and structures to ensure value and performance in the Service provider contracts, and to ensure effective risk management controls are in place.
* Accountable for the prioritization and delivery of a program of capital projects (including minor works, infrastructure, business driven and energy projects) within sites
* Lead the onboarding of new service provides as needed, ensuring effective due diligence, solution development and service integration.
* Validate performance reporting and ensure appropriate metrics are delivered by the service providers to key internal stakeholders.
* Uphold and ensure compliance with internal GSK policies, standards, procedures, alerts and relevant external regulations with respect to Quality, Engineering, Statutory and Environmental Health and Safety (EHS) requirements.
* Why you?
Basic Qualifications:
We are looking for professionals with these required skills to achieve our
goals:
* Bachelor Degree or equivalent (Business administration -Commerce -Law Engineering Or equivalent )
* ‎2-‎3 years of experience at similar job
* Good level of English
* Computer skills
* Communication skills
* Understanding Budget and managing spend
Why GSK?
Our values and expectations are at the heart of everything we do and
form an important part of our culture.
These include Patient focus, Transparency, Respect, Integrity along with
Courage, Accountability, Development, and Teamwork. As GSK focuses on our
values and expectations and a culture of innovation, performance, and trust,
the successful candidate will demonstrate the following capabilities:
* Operating at pace and agile decision-making - using evidence and applying judgement to balance pace, rigor and risk.
* Committed to delivering high quality results, overcoming challenges, focusing on what matters, execution.
* Continuously looking for opportunities to learn, build skills and share learning.
* Sustaining energy and well-being
* Building strong relationships and collaboration, honest and open conversations.
* Budgeting and cost-consciousness

GSK is a global biopharma company with a special purpose - to unite science,
technology and talent to get ahead of disease together - so we can positively
impact the health of billions of people and deliver stronger, more sustainable
shareholder returns - as an organisation where people can thrive. Getting
ahead means preventing disease as well as treating it, and we aim to impact
the health of ‎2.5 billion people around the world in the next ‎10 years.
Our success absolutely depends on our people. While getting ahead of disease
together is about our ambition for patients and shareholders, it's also about
making GSK a place where people can thrive. We want GSK to be a workplace
where everyone can feel a sense of belonging and thrive as set out in our
Equal and Inclusive Treatment of Employees policy. We're committed to being
more proactive at all levels so that our workforce reflects the communities we
work and hire in, and our GSK leadership reflects our GSK workforce.
Contact information:
You may apply for this position online by selecting the Apply now button.
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