Admin Coordinator

locations- Zaventem- time type- Full time- posted on- Posted 27 Days Ago- job requisition id- JR00012986- Zoetis Zaventem is currently looking for an _ - Admin Coordinator - Sub-Saharan Africa (SSA)/_ - A.L.P.H.A._ - Plus initiative._ - Zoetis has entered a new exclusive, five-year partnership with the Bill & Melinda Gates Foundation to accelerate access to products and tools necessary to increase productivity of livestock owned by small scale producers in Sub-Saharan Africa. The five-year African Livestock Productivity and Health Advancement Plus (A.L.P.H.A. +) initiative aims to determine food security and veterinary health improvement opportunities in some of the most rapidly developing regions in the world._ - To support the delivery of this new initiative we are looking for an_ - Admin Coordinator who needs to provide high quality administration support to SSA team activities to ensure accomplishment of key activities in compliance with internal and external policies and regulations; and day-to-day coordination tasks such as procurement, vendor management & meeting organization, and planning training activities._ - Major Duties and Responsibilities: - Coordination of digital and administrative tasks for the SSA Region, including, but not limited to - Admin support - SSA, BMGF and other initiatives governance - maintaining governance meetings can guarantee effective project management (e.g., production of agendas and meeting materials, production and circulation of minutes, logging, and follow-up of actions). - Create the necessary documentation, such as letter templates, PowerPoint presentations, and notes or minute-taking. - Enhance collaboration with third-party (IQVIA) by following up all required for successful partnership execution activities. - Assist with procurement activities to manage the order process until delivery, including preparing order quotations, vendor set-up, PO set-up, and maintenance activities. - Support in organizing the travel of team members and external partners, including preparation of visas, invitation letters, hotel and transport bookings, and logistics. - Provide support (where relevant) and coordinate with selected partner the organization of events with internal and external partners, including meetings, trainings, networking events, etc including required documents (based on local vet policy LVP for SSA). - Upload and maintain materials, including meeting slides and minutes, on shared portals, including team SharePoint. - Legal/compliance - Provide support to manage third-party relationships (e.g., with local speakers, consultants, and other new suppliers), including the preparation of supporting agreements, the completion and submission of due diligence reports, and ensuring a documented process is followed for compliant set-up and follow-up, maintaining timely updates. - Keeping up to date trackers of different customer and vendor agreements as well as compliance related documentation, - Assist in the management of third parties, including agreement drafting and governance activity coordination (e.g., meeting preparation, compilation of minutes, timely follow-up on processes and deadlines, and document archiving). - Education - Bachelors (i.e. first) degree - Post qualification professional development training including digital activities and administration training - Experience - Over 3 years’ proven experience in project coordination and administration tasks for international business organisation - Prior experience managing the administration of complex, geographically spread teams - Technical Ability - Ability to multi-task - Be able to meet deadlines in a fast-moving environment - High competence using Microsoft Outlook, PowerPoint, Excel and Word - Excellent communication skills (written and spoken English) - Strong organisational skills and record keeping - Understanding of online software - Able to be based full-time in the Zaventem office - Work 2 days from office - Able to travel to business meetings in Africa (travel time