Business Unit Coordinator (Emirati Nationals)

Purpose Statement:

Responsible for administrative support of Marketing, Sales, Market access & Medical functions: Logistic management of all promotional and non-promotional meetings, main point of contact with advertising agencies, preparing reports and maintaining appropriate filing systems, managing correspondence and scheduling couriers, processing expense reports, meeting/event planning, creating or modifying business documents, preparing presentations from source materials, acting as a liaison for remote access issues.

Implement & monitor assigned promotional campaigns & collaborate with CEx team on digital activities.

Major Responsibilities:

Supplier Relationship, purchasing & Events Management

• Responsible and accountable for initiating, pre-executing, and closing out the Master Approval Process (MAP) in a process-related role. Also responsible for gathering and ensuring all required documentation complies with company policies, legal requirements, and ethical standards.

• Organizes large to medium size events for the BU targeting internal and external audiences (e.g. sales team, brand team, scientists, physicians, etc.), for Gulf levant.

• Negotiation of tariffs with suppliers.

• Preparation of vendors contracts and ensure all signatures, preparation HCP/HCO agreements and letters, ensure print and signature.

• Prepare honorarium fees of consultants and service providers (Promo event and Medical)

• Provide direct PTP support across functional for processing shopping carts, ACRs and Payments.

• Maintain SC/PO daily Log. Reconcile and update (uplift) PO and Invoice received before payment execution.

• Posting vendors invoices -monthly records proofs of payments:

• Provide the update POs for closing.

• Manage all the booking, transfers, transportation for the events organized and follow up with travel agencies for flights details, congress accommodation and registration.

• Provide detailed costing and comparative offers for different demand and as needed

• Tracking vendors invoices.

• Ensure and organize promo projects.

• Coordinate with the external agencies the Promotional material from preparation till reception.

• Develop and implement innovative marketing tactics and digital multi-channel opportunities in collaboration with marketing and CEx teams.

•  Work collaboratively with other functions (medical, sales and CEx team etc.) to facilitate implementation of promotional and digital initiatives (CLMs, VAEs, Newsletters …).

• Ensure all in-field materials and tactics are aligned to drive momentum of strategic brand objectives.

• Monitor promotional budget with the Brand managers to optimize effectiveness and efficiency.

• Support the brand managers in the product life cycle plans.

• Take accountability and responsibility for promotional related Brand Team activities and processes.

Financial Reporting & Analysis:

• Monthly closing – submission of Journal Entries (monthly accruals, payments, POs, SCs,

• Update all final expenses detailed of capital expenditure (related to Promo).

• Manual / urgent payments (request submission + follow up).

• Follow up with approvals.

• Calendar and promo/MAP follow up and update.

• Promo MAP follow up and update.

• Submit of document related to close out in MAP.

Brand Team Coordination:

• Follow-up on all the BU’s project on a weekly basis.

• BT Meeting coordination.

IFT Point of contact:

• Ensure a close follow-up with the IFT on administrative tasks (T&E, Veeva, IT material, local Initiatives, MAP…), and ensure a close internal coordination with the relevant stakeholders.

• Coordinate events preparation.

• Archiving.

BUD support:

• Support the BUD on timely requests (T&E, travel arrangements, congress registration…)

Qualifications:

• University degree.

• Experience as BU or Event Coordinator.

• Proficiency in MS Office (MS Excel and MS PowerPoint, in particular).

• Knowledge of office management systems and procedures.

• Good Interpersonal skills& Customer service.

• Excellent time management skills and the ability to prioritize work.

• Proactive, Attention to detail and problem-solving skills.

• Excellent written and verbal communication skills.

• Strong organizational skills with the ability to multi-task.

• Proficiency in English is a plus.

Key Stakeholders:

Internal Stakeholders: GM, BUDs, Marketing manager, Brand managers, CEx, Sales Managers, IFT, Medical, Regulatory, Market Access, Finance, IT

External Stakeholders: Suppliers, travel agencies, Third Party (distributors)

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