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OPERATIONS ASSISTANT - Pharmaceutical Import & Distribution
POWERVISION CONSULTANCY
Nairobi 🇰🇪 Kenya
Posted 11 days ago (25 Aug 2026) Updated 11 days ago
Job Description
The Operations Assistant will manage the end‑to‑end processing of customer orders for a pharmaceutical import and distribution business in Nairobi. Responsibilities include receiving orders via multiple channels, verifying client and stock information, creating sales orders in Odoo, and ensuring accurate invoicing and inventory updates. The role also involves payment verification, order picking, packing, and maintaining stock records while providing prompt customer service.
Qualifications & Requirements
- • Diploma or Bachelor's degree in Business Administration, Sales & Marketing, or a related field
- • Proficiency in Odoo Enterprise or a comparable ERP system
- • Strong ability to use WhatsApp Business, email, and M‑Pay Paybill
- • Valid Certificate of Good Conduct
- • One to two years of experience in sales support, office administration, or the pharmaceutical/FMCG sector
- • Experience handling LPO‑based institutional transactions, preferably with hospitals, clinics, pharmacies, or NGOs
- • Basic knowledge of pharmaceutical products such as prescription medicines, OTC items, vitamins, and medical devices
- • Familiarity with the Nairobi healthcare or distribution market is an advantage
- • Knowledge of e‑commerce platforms like Shopify or Jumia is desirable
- • Experience managing business social media accounts is a plus
Required Skills
Responsibilities
- • Receive and acknowledge customer orders submitted through email, WhatsApp, and telephone
- • Verify client details, stock availability, credit status, and outstanding balances before confirming orders
- • Create sales orders and invoices in Odoo Enterprise, referencing client LPOs accurately
- • Ensure 100 % eTIMS transmission for all invoices and promptly address any errors
- • Update Odoo records after deliveries and maintain accurate sales, inventory, and purchasing data
- • Verify payments from cash clients via M‑Pay, bank transfers, or COD prior to invoicing or dispatch
- • Follow up on overdue accounts and escalate outstanding issues as needed
- • Pick, pack, and cross‑check outgoing orders, including verification of product expiry dates
- • Attach delivery notes and eTIMS invoices to dispatched orders and record signed delivery documents
- • Monitor stock levels, identify low‑stock or near‑expiry items, and report discrepancies
- • Receive, count, verify, and store incoming stock while updating Odoo inventory records
- • Participate in weekly spot checks and monthly stock counts
- • Maintain accurate client records and respond professionally to customer inquiries and complaints
- • Ensure the office environment remains clean, safe, and well‑organized