Process Expert Specialist (12 meses) Lisboa

Process Expert Specialist (12 meses)
Lisboa
Lisboa, Lisboa, Portugal

Job Description Summary

Ensure 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, in order to support Novartis business and that all processes are in compliance with internal and external rules and legislation in force.

Job Description

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 with 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, namely by gathering all relevant information, initiating the P3 process, identifying users, requesting 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
- time response and the fulfilment 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) to 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 the 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).

Skills Desired