Cluster Office Manager

About The Position

We offer hope to patients suffering from rare and severe diseases, by forming partnerships with emerging biotech companies to accelerate access to highly innovative therapies in international markets.

As the creator and leader of the global partnership category in the pharma industry, we strive to be Always Ahead and work relentlessly to bring therapy to patients in need, no matter where they live.

Our values are at the core of every action we take, and we are committed to going above and beyond for the benefit of the patients we serve.

We are a dynamic, fast-paced company, operating in over 30 countries on 5 continents. We are looking for out-of-the-box thinkers, people who are passionate, caring, agile and adaptive, to join us on our mission. If you are looking to make a difference in people's lives, we invite you to join us!

The Cluster Office Manager (COM) is a key member of the South Cluster team and represents the primary internal point of coordination between the cluster affiliates and the functions on one side, and between affiliates and the external vendors on the other side.

The COM will closely work with the Cluster Head and the Country Managers to develop internal administrative processes and ensure their smooth implementation.

The COM reports to the General Manager, Head of South Cluster.

Responsibilities

• Act as the point of contact between Head of South Cluster and team members
• Act as the point of contact between South Cluster affiliates and the third-party vendors
• Support the office affiliates administration
• Organize the registration, uploading and archiving of the relevant internal and external documents (e.g. contracts, etc.) into the internal platforms (e.g. Teams, SharePoint, etc.) to ensure the financial and compliance requirements
• Ensure the Purchase Orders (PO) process including collection of the related invoices and digital archiving procedures
• Check invoices received from suppliers to be properly prepared and to comply with the products/services offered by suppliers
• Upload and register the MER’s (Monthly Expense Reports) of the Cluster into the internal platforms (e.g. Teams, SharePoint, etc.)
• Organize the travel & accommodation of employees from the Cluster for business trips and archive all necessary documentation as per the approved SOPs
• IT support for purchasing IT goods, preparing and sending the goods, preparing the needed documents
• Maintain monthly overview of employee days of work, holidays, and other absences
• Support in organizing all (e.g. medical or commercial) events at national and/or international level for the affiliates within the Cluster
• Assist in the implementation of various internal and external events
• Support in preparing and submitting applications to the Key Authorities (e.g. Health Authorities, Regulatory Bodies, HTA Committees, etc.) in South Cluster
• Support the Compliance and Finance teams to prepare correctly and during partner audits and on ad-hoc related tasks
• Help with the implementation and training of workflows and relevant policies
• Provide support for the Cluster affiliates to compliantly report the sponsorships to the local authorities as per the local legislation
• Provide general administrative and OHS support for the Cluster affiliates

Internal and External Work Interfaces:

• Internal: All divisions
• External: Partners and other relevant stakeholders

Requirements

Required Education and Experience:

• Fluency in English
• Bachelor’s degree preferable
• At least 5 years in an administrative role, preferably 1 year in pharma
• Project management skills and good financial understanding

Required Qualifications:

• Highly collaborative and a team player
• Highly motivated, organized, committed, curious, with attention to detail, assertive, empathetic, results oriented, capable of adapting to change and completing tasks that have been started
• Strong communication skills, open and pro-active. Able to communicate effectively with multiple cultures, understands how to operate remotely across multiple countries
• Patient centric