Current Jobs at Aspen Pharma Group

Job Purpose:

• The Global Business Administrator is responsible for system functionality, user requirements, and configuration specifications, plus identification of impacts on other products within the Veeva Quality Suite. Provide system and administration support to business users within the organization. This role is a 2nd-line support, acting as a bridge and channel between Local Business Admins, Super Users, and Technology Enabled Shared Services (TESS). 

Key Performance Areas:

Veeva Quality and Qdocs Governance

• Develop, maintain, and train Group Polices, SOPs, training material, and Guidance Documents related to the two systems.
• Support to onboarding new sites/ affiliates as per agreed timelines.
• Together with the Business process owner, ensure a validated state of the system from a business perspective

Veeva Quality implementation

• Support the implementation of Veeva Quality applications by fully participating in the workshops.

Change Management

• Support Veeva-related changes to ensure the success (on time) of General releases & User requested changes.
• Collaborate with TESS/Veeva on the impact assessment of auto-on features and admin checkbox of General releases, and on user-requested changes to ensure smooth running of the systems.
• Participate in the assessment of the configurable features and user-requested changes with Local Super Users and drive the implementation of the features that will bring value, benefits to Aspen and follow the GxP requirements.
• Support the business process owner on the overview of the status of changes related to Veeva RIMS & QDocs via scheduled meetings with the business.

Continuous Improvement

• Together with the business process owner, develop and lead a Continuous improvement team with Super users to identify and drive process improvements in QA & Regulatory to streamline the activities, establish efficient ways of working, address any identified gaps, and share the knowledge/learnings.
• Ongoing Training of Aspen Users on the system and guiding the queries.
• Participate in Veeva-related events/trainings, to understand the new upcoming features and for Improvements to be made to the system.

Requirements
Educational Qualifications and Experience:

• Bachelor's or Postgraduate degree in Quality Management, Chemistry, Pharmacy, or equivalent degree (Science degree).
• Veeva Business Admin training (Quality) is an added advantage.
• Certification in other GMP systems (e.g., TrackWise) is an advantage
• A minimum of 2 years of experience working with Veeva QMS and Veeva QDocs in a similar role.
• 3 - 5 years of Pharmaceutical or related industry experience within Quality Assurance.
• Business administration experience with the Veeva QMS and Veeva QDocs, e.g., Management of picklists, templates, creating reports, & dashboards, etc.
• Knowledge of Quality business processes, such as change control and CAPAs.
• Ability to translate business requirements to technical aspects of the system.
• Ability to effectively communicate with various levels of business stakeholders, i.e., SMEs, Quality Managers, and technical representatives.
• Ability to support the analysis, design, and implementation of system process improvement changes.

Skills and Attributes:

• Ability to work in a multicultural, international, and dynamic environment. 
• Global Thinking
• Risk management.
• Ability to work autonomously.
• Stakeholder management
• Strong Written Communication Skills
• Risk management.
• Teamwork & Cooperation
• Presentation skills
• Advanced knowledge of QMS processes and Document Management
• Knowledge of GxP requirements
• Intermediate to advanced Microsoft Office proficiency (Excel, Word, PowerPoint).
• Experience and knowledge of regulatory business processes/Veeva RIMS are an advantage.

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OBJECTIVE OF ROLE

• To Implement and maintain a Quality Management System compliant with GMP/GDP/GWP requirements. To ensure compliance of the warehouse, to pharmaceutical requirement as stipulated by SAHPRA.

KEY RESPONSIBILITIES

OPERATIONAL ACTIVITIES

Warehouse Operations

• Follow and resolve all distribution quality queries in the shortest possible timeframe within policy framework
• Display a professional attitude when responding to customer’s needs
• Propose and continuously develop methods to improve customer services
• Respond to distribution quality related complaints and liaise with customer and regulatory affairs
• Interact with SAHPRA & SAPC
• Liaise with Aspen QA Managers relating to quality issues

QUALITY MANAGEMENT SYSTEMS

• Ensure that site is informed and aware of the Quality policies
• Direct and manage the Quality Management System
• Monitor key performance areas relating to quality
• Establish quality plans for the warehouse
• Generate, maintain, monitor and review SOPs to ensure effectiveness
• Ensure training of quality procedures for site
• Ensure training of desired level of GMP/GDP/GWP
• Develop and train own staff
• Ensure availability of training records for inspection
• Direct and manage implementation of applicable quality standards
• Monitor VMP, review and authorize VMP
• Monitor and review calibration and validation status of equipment
• Ensure effective Change Control and Deviations control and management system is in place.

MONITORING AND MEASUREMENT

• Review processes to ensure compliance with audits
• Ensure compliance with procedures, GMP/ GDP/ GWP and regulatory requirements.
• Monitor temperature and humidity; analyses data and compile reports
• Ensure Non-conformances are recorded, investigated and corrective action implemented 

AUDITING

• Plan internal audits
• Conduct internal audits – ongoing
• Write reports and follow up on corrective actions
• Feedback to senior management
• Facilitate Vendor audits as when required
• Compliance with procedures, GMP/GDP/GWP and regulatory requirements

REGULATORY

• Compile and maintain site master file
• Review and inspect for regulatory compliance
• Familiarize with PIC, FDA and MHRA / SAHPRA standards
• Ensure compliance with regulations for relevant markets
• Report to Distribution Manager regarding operational requirements
• Maintain relevant delegation letters
• Maintain licenses for premises and personnel to MCC, SAPC and DOH
• Ensure SLAs are in place with relevant Service Providers
• Review and maintain Technical Agreements/SLA’s to ensure quality matters relating to warehousing/ distribution of pharmaceutical goods is clearly addressed

STOCK CONTROL

• Stock losses should be minimized by implementation of appropriate security measures
• Monitor stock discrepancies by reviewing inventory adjustments performed and cycle count results
• Report on stock losses using internal reporting structures, and when required, the relevant regulatory authorities. 
• Compile Annual International Narcotics Control Board Report for submission to the Department of Health (DOH)
• Oversee compilation of monthly reports on Export permits / Schedule 5 & 6 medications

RECALLS

• Assist Manufacturer/ Applicant/Holder of Certificate of Registration with recall process

TRAINING

• Oversee training for site both internal and external
• Oversee Induction and SOP training
• Oversee SOP training
• Oversee training profiles for employees

GENERAL

• Ensure compliance with SHE requirement
• Ensure that Health and Safety procedures are adhered to and correct PPE are used
• Repair and maintenance of equipment and facilities

MANAGEMENT

• Manage departmental financial, SHE, HR and GMP responsibilities and activities
• Plan, lead, allocate and manage departmental activities, resources and tasks in accordance with agreed budgets, service/delivery targets and daily/weekly/monthly plans
• Establish and maintain appropriate systems for operational management and measurement
• Develop and implement continuous improvement plans and actions
• Manage departmental absenteeism

FINANCIAL

• Set Annual Budgets and Quarterly Forecasts
• Meet output requirements, while containing expenditure
• Meet targets on yields and write offs
• Ensure capital expenditure plans are met
• Ensure control and approval of expenses in accordance with the company approval’s framework
• Control all inventory in area of responsibility
• Ensure annual stock stakes meet control requirements

HUMAN RESOURCES

• Promote diversity, equal opportunity and fair treatment in the workplace
• Execute company EE plan, procedures and targets
• Formulate and execute a Workplace Skills Plan in conjunction with the HR Department
• Manage staff performance through the Company Performance Management program
• Manage staff succession through the company succession planning program

GMP/GWP

• Comply with GMP/GLP requirements as outlined by company SOP’s and written instructions in all tasks and activities
• Ensure that products are produced, tested and stored according to the required SOP’s and documentation
• Complete all records and reports timeously and accurately as described in the relevant SOP’s, protocols and associated documentation.
• Ensure that the required resources, systems and SOPs are reviewed, authorized and are regularly monitored, adapted and improved to ensure compliance to GMP/GLP regulations/standards and the product licence
• Ensure that environment (facilities and equipment) are maintained to GMP standards
• Ensure that the initial and continuing departmental personnel training is carried out and recorded
• Ensure that records are evaluated and corrected before they are sent to the Quality Department
• Investigate and initiate corrective actions for all quality deficiencies

HEALTH, SAFETY AND ENVIRONMENTAL STANDARDS

• Carry out any duty or requirement imposed on the company by the OHS Act and in accordance with your specific SHE appointment
• Ensure that all employees are informed of their scope of authority as contemplated in the OHS Act
• Take full responsibility and necessary measures to ensure that the requirements of the OHS Act are complied with by every person in your employment or on premises under your control where plant and machinery are produced
• Ensure that reasonably practicable steps are taken to identify, manage, eliminate or mitigate any hazard or potential hazards to the safety or health of employees, attached to any work performed, any article or substance produced, processed, used, handled, stored or transported and any plant, machinery which is stored or transported
• Report any unsafe or unhealthy situations to SHE representative or Line Manager
• Report any incident to the SHE representative or Line Manager which may affect your health or cause injury

Requirements
EDUCATIONAL REQUIREMENTS

• Must Have Matric/Grade 12
• B Pharm or equivalent (MPharm / PharmD) (Candidate must maintain up-to-date registration with the South African Pharmacy Council)

KNOWLEDGE & EXPERIENCE REQUIREMENTS

• Minimum 2 years’ Quality Assurance Management and systems experience
• Minimum 2 years’ experience as a Responsible Pharmacist
• 5 years’ experience as a pharmacist in a distribution environment
• Thorough understanding of GMP and GDP.
• Knowledge of regulatory requirements i.e. SAHPRA, FDA etc.
• Experience working within the standards of the GDP Certification would be an advantage.

SOFT SKILLS REQUIREMENTS

• Ability to interrogate information
• Good decision-making skills
• Excellent planning and organizing skills
• High customer awareness and customer centricity
• Above average time management skills and must be deadline driven