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Job Description

Activities and Responsibilities

Role objective

• Ensure support with respect to realization of projects related to the Business Unit, while providing support and administrative assistance to the Country Commercial Head BiH. More specifically, the Country/Commercial Assistant will be assisting in all aspects of projects from conception, to implementation by working cross-functionally, reporting to the Country Commecial Head BIH.
• Invoice processing, coding, tracking and paying; providing accruals for events
• Veeva CRM: handling contracts with HCPs and HCO, collecting signatures internaly, collecting and archiving all relevant documents for an event (proof of service, invoices) , closing events in Veeva, transparency disclosure requirements for respectful BU
• Prepares project contracts and is responsible for the end to end procurement process ensuring successful completion of all steps.
• Key user of internal platforms, tools and processes(CRM and respective procurement platform) to ensure compliance with Takeda’s approval processes
• Daily organizational and administrative tasks, providing general administrative support to the Business Unit, taking minutes on BTM and other meetings where Country/Commercial Assistant assistance will be needed
• Coordination, organization and independent planning of internal and external meetings, tasks and projects within deadlines
• Invoice processing: collecting invoices, coding, attaching all related documentation, tracking, sending to payment, checking payment status, contacting accounting in case of missing payments for respectful BU and office related
• Manage office expenditures for BIH office; handling POs and new vendor forms
• Organization of Cycle meetings, internal company events, launch and learn workshops, team buildings, socially reponsibile work;
• Taking care of daily mail; ordering repairs in the office, care for the order and functioning of the office; inventory; ordering food, beverages and office supplies;
• Management of office related contracts and vendors; arranging contracts signatures with new vendors, uploading contracts to LINC (Axxerion)
• IT hardware receipt and tracking, coordination with MCO IT and local IT, IT tickets opening in case of IT issues, respolving issues via Teams for office
• Provides support in coordination and consolidation of expense reporting, handling of purchase orders, invoices and contract management
• Maintains efficient relationships with internal stakeholders and participates in BU events
• Support other projects as required by the BU or the cross-functional team (Market Access, Medical, Customer Excellence, Regulatory, Finance)
• Act as an ambassador of Takeda’s BU vision and Takeda Values to achive patient focus and patient centricity
• Identify and raise relevant issues related to the projects and purpose potential solutions through the appropriate internal and external channels

• Area covered: Bosnia & Herzegovina

Education, behavioral competencies and skills

• Essential:
  • At least 3 years of experience in the pharmaceutical industry or project management
  • Proficient knowledge of English language (written and spoken)
  • Computer knowledge and efficiency, including Microsoft Office
  • Excellent communication skills
  • Excellent time management and organizational skills collaborative leadership-proven ability to think and work across functional levels
  • Self-motivation and achievement drive, agility for multi-tasking and delivery of superior results
  • Drive for resultus and solid decision making/problem solving and negotiation skills

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