Office and Operations Assistant

Office and Operations Assistant (Maternity Leave Cover).

The HeadHunter Karriera LLC is an innovative Recruitment, Executive Search and HR Company with Headquarters in the USA, operating and leader in Albania, Kosovo, Montenegro, Bulgaria, Canada, North Macedonia, Bosnia & Herzegovina, Greece, Serbia, and Cyprus. We offer the newest mentality in the HR industry, and our core businesses are Candidates and Clients.

For our Client: Novo Nordisk — a leading global healthcare company (https://www.novonordisk.com/) — we are looking for an Office and Operations Assistant (Maternity Leave Cover) to join their team in Tirana, Albania.

Are you an amazing team player, highly organized, energetic, and someone who makes things happen with a positive "can-do" attitude?

We are looking for a proactive candidate with solid organization, time management, and planning skills, ready to undertake a structured handover and step into full operational support. The successful candidate will be trained to take on the responsibilities in the job description and cover key operational workflows during a maternity leave period. Just as importantly, we want someone who shares Novo Nordisk's vision, values, and commitments, works with high integrity and ethics, and is committed to supporting smooth day-to-day office operations.

Purpose of the role:

The Office and Operations Assistant is responsible for representing the Novo Nordisk vision, values, and commitments in daily conduct with internal and external stakeholders. This position will ensure operational and administrative continuity during a maternity leave period across front-desk activities, financial processing, vendor coordination, and office administration.

About the role:

The Office and Operations Assistant is accountable for delivering comprehensive office management, operational, and administrative support across various internal functions:

• Administration: Reception, guests, telephone, and front desk management. Handling incoming and outgoing postage. Managing stationery and office supply handling. Ensuring gathering and coordinating of expenses reports, signed contracts, and other relevant business documentation.
• Operations & Finance: Collecting and coordinating invoices and supporting the invoice approval process. Managing the vendor creation process in Coupa, ensuring new and existing suppliers are correctly registered and up to date. Acting as a point of contact with the Accounting Team regarding invoice processing, coding, and postings. Preparing and coordinating domestic and international bank transfers in accordance with approved payment requests and internal controls. Monitoring bank balances in both bank accounts (EUR & ALL) to meet upcoming operational obligations. Preparing and submitting requests for fund transfers from Headquarters based on forecasted expenses. Preparing Distributor Payment Requests based on supporting documentation and coordinating follow-up with the relevant team.
• Contracts: Uploading contracts into Coupa for digital archive / Coupa administration. Contract scanning and physical archiving. Ensuring all agreements are tracked according to internal rules and maintaining the contract register.
• Legal: Coordinating the preparation and submission of DRS requests to Headquarters. Acting as a point of contact with local legal counsel for day-to-day legal matters.
• Procurement: Managing relationships with local vendors, acting as the point of contact for payment requests, contract renewals, documentation, issue resolution, and other vendor-related activities.
• Quality: Screening external requirements and responsible for preparation and maintenance of the external requirement list for Albania, as well as assessment of external requirements. Acting as Local Administrator of IO CCS in Albania. Supporting the regulatory responsible person for drug sample pick-up and payments. Acting as Customer Point of Contact in Albania and responsible for Customer Logging (Medical Function acting as back-up person).
• IT Support: Performing regular updates and maintenance of company laptops and other IT devices. Supporting the IT Manager in preparing and configuring laptops, iPads, iPhones, and other devices for new and existing users. Supporting the replacement, upgrade, and reallocation of IT equipment as required. Managing IT equipment inventory, coordinating customs clearance and release of delivered IT equipment, and ordering IT devices and accessories while preparing bid offers and quotation comparisons.
• Additional Support: Organizing internal meetings, such as Cycle Meetings. Assisting for events support such as hotel reservations, flight tickets, and taxi arrangements. Providing support to other departments.

Key Qualifications:

• At least 1–2 years of experience as an administrative assistant, receptionist, or office assistant.
• Positive, energetic, and "can-do" attitude.
• Solid organization, time management, and planning skills.
• Strong command of MS Office (Word, Excel, Outlook).
• Advanced proficiency in English (verbal and written).

What We Offer:

• Competitive monthly compensation.
• Working Hours: Monday – Friday, 09:00 – 17:00.
• Contract Type: Temporary position (approx. 6 months covering maternity leave), with strong potential for extension and ongoing continuation.
• A structured onboarding and handover period.
• Modern tools and equipment to support high-quality work.
• A collaborative, supportive, and values-driven international working environment.

Novo Nordisk is an Equal Opportunity Employer and is committed to fostering an inclusive and diverse workplace. All qualified applicants will receive consideration for employment regardless of race, color, religion, gender, age, national origin, disability, sexual orientation, gender identity, or any other characteristic protected by applicable law.

If this opportunity aligns with your experience and career aspirations, please apply directly through this job posting.