Customer Relationship & Transparency Senior Coordinator (CDD 6 mois)Apply Now Email Me Job ID SR0035861 Date posted 07/25/2019 Location: Paris, France
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This role will ensure all SOPs and processes are adhered to.
The DMOS Coordinator helps to ensure that relations between Takeda France and healthcare professionals remain transparent by monitoring internal procedures.
• More specifically, he/she will support employees at both the head office and in the field in the process of identifying, following-up and reconciling events or contracts involving interaction with healthcare professionals.
• He/she shall ensure compliance with the DMOS Law and the related procedures and processes.
• He/she shall ensure that DMOS files are followed-up on a daily basis and comply with the applicable laws, regulations and internal procedures.
• He/she will report directly to the DMOS & Transparency Manager.
• Helping to update the applicable local policies and procedures, in particular compliance and DMOS procedures and those relating to transparency obligations with regard to financial relationships between healthcare professionals and the pharmaceuticals industry.
• Identifying the difficulties that employees encounter with regard to the DMOS & Transparency compliance processes in order to identify improvements that streamline such processes while ensuring that Takeda France's activities comply with its legal and regulatory obligations.
• Helping to implement measures to inform all employees concerned about:
o Legislative changes and Takeda France's legal and regulatory obligations with regard to its interactions with healthcare professionals and public officials.
o The policies, procedures and processes relating to Takeda France's legal and regulatory obligations with regard to its interactions with healthcare professionals and public officials, and any updates thereto.
• Helping to put in place and lead employee training sessions, under the responsibility of the DMOS & Transparency Manager.
• Helping to deploy the annual training plan to provide regular training to employees and new hires on the laws and regulations relating to anti-corruption practices and interactions with healthcare professionals.
Support and guidance
• Providing support and guidance to employees in preparing their DMOS files before they are uploaded into the NAYA software tool. The DMOS Coordinator will ensure that the DMOS files uploaded into NAYA are complete and meet the required standards.
• Managing a helpline dedicated to NAYA users in order to ensure that questions submitted by users are answered promptly, during the specific helpline opening times communicated to all users.
• Providing regular communication about the helpline and any changes to the hours during which it is available.
• Ensuring that compliance controls are performed on the DMOS files submitted to the DMOS department in accordance with the internal deadlines set out in the local procedures in order to minimize the risk of files being rejected by the Professional Associations. To achieve this, the DMOS Coordinator must:
o Ensure that the files submitted to the Professional Associations are complete and comply with the local procedures, including the fair market value procedure.
o Put in place a system for monitoring incomplete files or those awaiting validation, to ensure that the files are submitted to the relevant Professional Associations within the deadlines set out in the DMOS Law.
o Send regular reminders to those responsible for incomplete files and to approvers of files that require internal validation, in order to enable requests to be validated quickly and in within the regulatory declaration deadlines.
o Report any discrepancies identified in the files he/she receives early in the process, in accordance with the local procedure for managing discrepancies. Ensure that such discrepancies are managed in accordance with the internal procedure for managing discrepancies.
• Approving the DMOS files he/she receives in accordance with Takeda France's legal and regulatory obligations with regard to its interactions with healthcare professionals and with local policies and procedures.
• Preparing the declaration files detailing the dealings or contracts, once the DMOS files have been approved internally, and send them to the relevant Professional Associations within the deadlines set out in the DMOS Law.
• Informing the DMOS & Transparency Manager of the Professional Associations’ assessment of the files. In the event that a file received a non-favorable opinion from the Professional Associations, the DMOS Coordinator will be responsible for reporting the opinion in accordance with the local procedure for managing discrepancies.
Follow-up and reconciliation
• Collecting and reconciling the required information in the DMOS files (e.g., sign-off sheets, transport expense receipts, etc.) and particularly financial information, in accordance with local policies and procedures, in preparation for the submission of transparency declarations in accordance with the "Bertrand Law".
• In the event that certain reconciliation information is not submitted, sending reminders to the relevant persons in order to obtain the necessary information within the deadlines provided for in the internal procedures.
• Verifying that all DMOS files are prepared in line with the files previously submitted to the Professional Associations. If this is not the case, the DMOS Coordinator must report the discrepancy in accordance with the local procedure for managing discrepancies.
• Sending follow-up information once the dealings have taken place or the contract executed to the relevant Professional Associations.
• Filing and archiving DMOS files when they are complete and have been finalized.
• Helping to deploy an annual monitoring plan under the responsibility of the DMOS & Transparency Manager.
• Reporting any discrepancies identified during the DMOS file preparation process and/or after the relevant dealings or contracts.
Education & Experience
• Licence II or III (BA) in Law or a BTS-type qualification (advanced technical training diploma) specializing in legal studies.
• A good knowledge of English (written and spoken).
• A minimum of 2 years' experience in a similar role within the pharmaceutical industry.
• An understanding of legal and regulatory matters.
• Experience with using NAYA.
• Experience in leading training sessions.
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