Office Manager and Finance & IBEX coordinator

Required Office Manager and Finance & IBEX coordinator
Introduction to role:Do you thrive on orchestrating seamless operations that free leaders and teams to focus on breakthroughs for patients? Can you see yourself turning a complex, fast-moving day into a frictionless experience for everyone who walks through our doors?
This role is the heartbeat of our office and a trusted partner to senior leadership. You will lead the daily rhythm of our workplace, ensuring every interaction-whether with employees, visitors, or partners-reflects our standards and ambition. From front-of-house excellence to ERP-driven purchasing and risk-managed vendor onboarding, you will create the systems and clarity that keep the business moving at pace.
As Finance and IBEX coordinator, you will work closely with the CFO and IBEX Director, represent them with stakeholders, and coordinate initiatives that improve how we operate. You will embed safety, drive digital ways of working, and use data and judgment to anticipate needs before they surface. Your impact will be measured in time saved, risks reduced, and an office culture where people can do their best work.
Accountabilities:
- Office Leadership and Experience: Own the end-to-end office experience, setting standards for service, hospitality, and responsiveness so teams and guests feel supported and equipped from arrival to departure.- Executive Support and Representation: Respond on behalf of the CFO/IBEX Director to stakeholders with sound judgment and a high level of professionalism, resolving competing priorities and safeguarding momentum.- Calendar and Stakeholder Coordination: Manage complex agendas for senior managers, triage and redirect enquiries, and align schedules to enable timely decisions and effective engagement across teams.- Documentation and Communications: Produce accurate, well-structured materials-correspondence, contracts, minutes, reports, presentations-in both English and local language as required, ensuring clarity and precision.- Digital and ERP Operations: Create purchase requests in SAP, maintain accurate records, and champion digital tools (Microsoft Office suite and beyond) to streamline workflows and improve data access.- Facilities and Vendor Management: Ensure supplies and services are always available by managing partners such as cleaning and office suppliers, and establish risk management processes for new vendors to protect the business.- Meeting and Travel Orchestration: Coordinate internal and external meetings and conferences end to end-scheduling, travel, logistics, and amenities-so participants can focus on outcomes, not admin.- Project and Process Improvement: Lead and support project-based administrative work, applying structure and follow-through to deliver on time and improve everyday processes for the wider team.- Finance and IBEX Coordination: Support finance-related coordination and IBEX initiatives, consolidating information, tracking actions, and preparing updates that help leadership steer priorities.- SHE Leadership and Compliance: Execute Safety, Health and Environment responsibilities as an active member of the SHE Committee, including annual plan delivery, reporting, training arrangements, and awareness for employees, contractors, and visitors