Pharma Sales & ROSA - Business Support at Bayer

Job purpose: 

• The Assistant plays a crucial role in providing administrative and secretarial support to the Pharma business

Major tasks and responsibilities:

• Provide administrative and secretarial support to The Pharma business.
• Administer the requisitioning and purchasing process for Sales Chapter and assist other Chapters when required.  
• Create purchase order requisitions (SmartBuy, LinUP, SAP, EF Services) for the entire sales chapter covering but not limited to venue hire, hospitality, honorariums, sponsorship payments
• Assist and co-ordinate arrangements for external and internal meetings, conferences, congresses, overseas meetings, CPD meetings and other related business functions
• Update and maintain the sales department’s documentation and databases
• Administer & maintain efficient control documents required for Corporate Compliance
• Ensure that all activities are in accordance with the South African Marketing Code of conduct and Bayer compliance standards
• Ensure corporate compliance requirements are adhered to.
• Coordinate travel arrangements for colleagues in the Sales Chapter and assist other Chapter Heads where required
• Deputise for other Assistants in their absence
• Provide guidance in creating Veeva Events.
• Follow up and track Veeva events submitted by Pharma Salesforce employees ensuring timely approval and signed agreements
• Assist colleagues with enquiries/quotes for venues and hospitality for various types of HCP meetings.
• Perform a check list on all requirements for HCP meetings (E.g. banners, materials, tablecloths, pens and notebooks)
• Submits applications for CPD accreditation for scientific events.
• Third Party Due Diligence (TPDD) – Initiate and renew Third Party Due Diligence.
• Maintain a register of when the TPDD needs to be renewed.
• Maintain a register of all joint wholesaler log agreements
• Extract various reports from Tableau for Sales Chapter colleagues (If requested) E.g.  sales force sales, IQVIA market shares and Veeva CRM related reports
• Assist with any other reasonable business-related tasks.
• Ensure full compliance with Pharmacovigilance (PV) requirements by promptly reporting all adverse events, product quality, product technical complaints, and other safety-related information received from healthcare professionals or consumers to the relevant internal department in accordance with company procedures.
• Adhere to Local /International compliance codes, local laws and policies.
• Provide assistance with customer queries received via email or telephone by addressing them directly where possible, or by referring the query to the appropriate stakeholders or departments best equipped to assist.

Work Relations:

Internal:

• Pharma Chapter Head and Pharma colleagues
• Medical, Pharmacovigilance, Learning and Development Manager
• Human Resources
• Customer Relations & IT, Finance
• Pharma Assistants
• All other support functions E.g., Finance, Warehouse, Legal, Procurement, Corporate Communications, Market Access

External: 

• Customers
• Suppliers

Qualifications & Competencies:

• Matric essential; Secretarial diploma or Diploma in Business Administration an advantage
• Microsoft Excel, PowerPoint, Word
• Experience with internal Bayer systems such as Veeva, Linup, SmartBuy, SAP, Tableau, LPCx Service Portal, Microsoft Identity Manager essential.
• Professional business writing skills
• Proven track record in an executive, office management, secretarial position.   Figure-orientated, strong on Excel
• Driver’s License
• Ability to work under pressure and be flexible
• Ability and passion in understanding the core of the business.
• Must be able to multi-task, work under pressure and work after hours when required.
• Strong Communication and coordination skills.
• Good English (Written & Spoken)
• Excellent interpersonal skills with the ability to gather and organize complex data and information from multiple sources and parties
• Ability to work well with all levels of internal management and staff, as well as outside clients and vendors.