Job Summary
This role involves ensuring the completion of all administrative and support tasks according to Novartis principles, guidelines, Code of Ethics, ERC policies and guidelines, and area(s) standing procedures. The goal is to support Novartis business and ensure all processes are in compliance with internal and external rules and legislation.
About The Role
Major Accountabilities
* Support teams and business areas by establishing an agile process management and interacting with all internal relevant functions according to internal processes and guidelines to simplify, optimize, and streamline all internal processes.
* Guarantee training in all relevant matters under scope to teams, explaining and guiding people in all matters related to administrative processes, ERC principles, and guidelines, and corporate policies to ensure that associates are aware of all relevant procedures and information required when requesting support from the process expert team.
* Monitor and manage P3 activities end-to-end, namely by gathering all relevant information, initiating the P3 process, identifying users, requesting for approval of events, gathering all relevant and necessary information, and ensuring reconciliation on due time, to guarantee that these processes comply with the internal guidelines.
* Elaborate HCP's contracts, requesting all the necessary information, and liaising with Legal for approvals and collection of respective signatures to guarantee that all services provided are legally protected.
* Submit, manage, and monitor purchase orders, namely by requesting the list of suppliers, budget, and respective purchasing order, confirming the reception of goods and/or services, as well as proceeding to the validation and codification of invoices not originated by purchase orders, in order to guarantee all needs are fulfilled in accordance with internal procedures.
* Interact with external providers, namely events agencies and other vendors, following procurement guidelines and other internal rules in force to guarantee appropriate planning, execution, invoicing, and good receipt of services and goods.
* Support business areas in all administrative requests, namely creating events in Oncore, managing samples distribution, and respective reconciliation, contracts, and all requests under scope and as distributed by Manager, according to internal rules and guidelines, to guarantee on-time response and the fulfillment of all legal obligations by Novartis.
* Ensure the archive of all relevant documentation related to the processes mentioned above following internal rules and procedures, namely by identifying and qualifying each document, to guarantee information transparency, accuracy, and availability for all stakeholders.
* Interact with others in a positive and constructive way, being open to diversity and aligned with corporate guidelines, in order to guarantee Novartis has a working environment free from all forms of discrimination and harassment, as well as contributing to a positive and inclusive working environment.
* Work within all relevant functions (Ethics, Risk & Compliance, Procurement, Finance, Centers of Excellence) ensure compliance with all relevant company rules to contribute to the alignment with Novartis Global procedures and objectives.
Additional Specifications
Key Performance Indicators (KPIs)
* Strategy/Market Focus: Results-oriented, team player, agile, and able to work well with all levels of the organization.
* Operational Excellence: Internal and External customer focus, top organizational skills.
* People, Capabilities, and Management: Good interpersonal relationships.
Ideal Background
Education & Qualifications
* Experience in administrative support.
* Experience in pharma industry.
* Experience as a support function of commercial and medical functions.
Languages
* Local language.
* Fluent in English.
Experiences
* Experience in similar functions (min. 2 years).
Why Novartis
Helping people with disease and their families takes more than innovative science. It takes a community of smart, passionate people like you. Collaborating, supporting, and inspiring each other. Combining to achieve breakthroughs that change patients' lives. Ready to create a brighter future together?
Learn more about our mission and values.
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Benefits and Rewards
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