Operations Assistant – Pharmaceutical Import & Distribution

About the role

The Operations Assistant will support the end‑to‑end flow of pharmaceutical imports and distribution in Nairobi. You will act as the primary point of contact for order processing, inventory control and customer service, ensuring accuracy and compliance with company standards.

Key responsibilities

• Receive and acknowledge customer orders via email, WhatsApp and telephone.
• Log orders in the Order Tracker and verify client details, stock availability and credit status.
• Create sales orders and invoices in Odoo Enterprise, referencing client LPOs.
• Ensure 100% eTIMS transmission for invoices and promptly escalate errors.
• Update Odoo records after deliveries and maintain accurate sales, inventory and purchasing data.
• Verify payments (M‑Pay, bank transfer, COD) before invoicing or dispatch.
• Pick, pack and cross‑check outgoing orders, confirming product expiry dates.
• Attach delivery notes and eTIMS invoices to shipments and record signed delivery documents.
• Monitor stock levels, flag low‑stock or near‑expiry items and report discrepancies.
• Receive, count and store incoming stock while updating Odoo inventory.
• Prepare daily sales and operations report for the CEO by 5:30 PM.

Required profile

• Diploma or Bachelor’s degree in Business Administration, Sales & Marketing or related field.
• 1–2 years experience in sales support, office administration, pharmaceutical or FMCG environments.
• Familiarity with LPO‑based institutional transactions (hospitals, clinics, NGOs) is an advantage.
• Basic knowledge of pharmaceutical products (prescription medicines, OTC, vitamins, medical devices).
• Valid Certificate of Good Conduct.

Required skills

• Proficiency with Odoo Enterprise or a comparable ERP system.
• Strong ability to use WhatsApp Business, email and M‑Pay Paybill.