Aspen has a proud heritage dating back more than 160 years and is committed to sustaining life and promoting healthcare through increasing access to its high quality affordable medicines and products. Aspen has a market capitalisation of approximately US$10 billion, is the largest pharmaceutical company listed on the JSE Limited (share code: APN) and rank...
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OBJECTIVE OF ROLE
- To perform timeous picking, checking, movement and storage of material and/or finished goods in the Warehouse.
KEY RESPONSIBILITIES
Operational Activities
- Execute daily tasks and work instructions according to the relevant SOP's
- Receive multiple supply/items at entry point of warehouse
- Overpack goods as and when required based on SAP conversion factors and batches
- Ensure all customer returns are checked under Pharmacist supervision
- Label stock according to relevant SOP’s and/or work instructions
- Complete inspection reports as required
- Move, store and handle material and/or finished goods in the warehouse according to the relevant SOP’s to maximum heights 4 levels
- Pick, check and select multiple items per order according to requirements and documentation
- Produce own boxes and bubble wrap in order to secure mixed goods per order
- Ensure that carton counts balance any discrepancies are addressed
- Issue material and/or finished goods according to requirements and documentation
- Handle all equipment where relevant or applicable i.e. reach truck, pallet jack, forklift, weighing scales, etc
- Receive returns and re-allocate stock according to requirements and documentation
- Conduct stock counts as and when required
- Maintain good housekeeping standards in working
Human Resources (Compliance to Labour Legislations and In-house Best Practice)
- Familiarise yourself with and at all times act in accordance with the company policies and procedures
GDP/GWP Compliance
- Complete all records and reports timeously and accurately as described in the relevant SOP’s, protocols and associated documentation.
- Comply with GDP/GWP requirements as outlined by company SOP’s and written instructions in all tasks and activities
- Ensure that products are stored according to the required SOP's and documentation
Health, Safety and Environmental Standards
- 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
KNOWLEDGE & EXPERIENCE REQUIREMENTS
- Warehouse experience
- Valid forklift license
- Reach truck license certification (advantageous)
- Code 10 (C1) driver’s license (advantageous)
SOFT SKILLS AND COMPETENCY REQUIREMENTS
- Time Management
- Customer Awareness
- Meeting deadlines
- Interrogating information
COMPUTER SKILLS REQUIRED
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JOB PURPOSE:
- Operational role in the Group Digital Technology team. The Data and Integration Support Services Manager role is responsible for the support services and operations of Aspen’s enterprise data platforms, and system integration ecosystem across all group entities. The role ensures that data flows securely and reliably between Aspen’s core applications, improves data quality and availability, and drives integration consistency in alignment with Aspen’s global standards. The role is further responsible for Business Intelligence backend enabling and custom development of PowerApps, AI, and other automation. This role is central to enabling Aspen’s digital transformation journey by ensuring that group applications, manufacturing systems, ERP landscapes, and cloud services exchange data efficiently, compliantly, and in support of business outcomes.
KEY PERFORMANCE AREAS:
Enterprise Data Management and Governance Execution
- Execute on Aspen’s enterprise data management framework, including data quality, metadata, master data, and data lifecycle management.
- Ensure compliance with Aspen governance, security policies, and regulatory obligations (e.g., GxP, data retention, privacy).
- Coordinate with business and functional data owners to improve data quality, stewardship, and traceability for the purpose of business intelligence, technical integration, and process automation.
Integration Services and Platform Management
- Lead the delivery of services and support aligned to GDT Solution Architecture governance, of Aspen’s system integration landscape across ERP, manufacturing (Where applicable), cloud platforms, applications, and third-party interfaces.
- Ensure proper SLA management and reporting for Technical Integration services, Business Intelligence backend support services, and custom development services.
- Execute on agreed integration patterns (API, ETL/ELT, messaging, batch, EDI), ensuring standardization and best practice adoption.
- Support enterprise integration tools and middleware (e.g., API gateways, ESB, iPaaS platforms).
- Ensure integrations are secure, scalable, resilient, and aligned with Aspen’s architectural roadmap.
- Oversee versioning, monitoring, and lifecycle management of interfaces.
Data Platform Delivery and Operations
- Oversee the smaller enhancements and solution development and operation of Aspen’s data platforms including data warehouses, data lakes, analytics environments, and reporting ecosystems.
- Ensure reliable data pipelines, ingestion frameworks, and data transformation processes.
- Work closely with the BI and analytics teams to improve data availability, accuracy, and timeliness.
- Ensure data platforms follow best practices in performance, access control, and security hardening.
Enhancement and Change Leadership
- Lead data and integration streams within operational projects
- Give input to technical designs, integration specifications, and data migration strategies.
- Manage internal and external service partners, ensuring controlled support aligned to governance.
- Implement change management practices to ensure seamless adoption and minimal business disruption.
Operational Monitoring, Security and Risk Management
- Develop and enforce monitoring strategies for integration flows, data pipelines, and platform health.
- Ensure timely resolution of data related incidents, failures, and integrity issues.
- Work with Cybersecurity to enforce secure data transfer, encryption, identity/access controls, and audit readiness.
- Maintain continuity and disaster recovery plans for data, custom development and integration services.
Requirements
- Bachelor’s degree in information systems, Computer Science, Data Engineering, or equivalent experience.
- ITIL v4 Foundation (preferred)
- Architecture certifications (TOGAF, Azure Architect) are an advantage.
- 6–10+ years’ experience in data engineering, integration, or custom development roles
- Minimum 3+ years in a leadership/managerial capacity.
- Experience in designing or managing data platforms (data lake, warehouse, ETL pipelines), especially on the Microsoft platform - SQL, data modelling, and data governance
- Strong background in integration technologies (API management, ESB, ETL/iPaaS) eg IBM Websphere.
- Solid understanding of best practise ERP and manufacturing system integration patterns.
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JOB PURPOSE:
- Operational role within the Group Digital Technology team responsible for the administration, configuration, and expert-level support of business applications across Regulatory, Quality, and Clinical domains. Some of the Regulatory Applications to include Veeva, Esko, Track wise Digital, TVT, and potentially any other regulatory application/s that Aspen may decide in investing in. The role ensures system stability, regulatory compliance, optimal platform performance, and high-quality service delivery. Additionally, the role contributes to licensing lifecycle support, financial recharge inputs for business units, mentoring junior team members, and cross-functional support in the Argus Pharmacovigilance (PV) environment. This role requires strong technical acumen, adherence to validated system processes, problem-solving skills, and the ability to collaborate across functional and business teams.
KEY PERFORMANCE AREAS:
Technical Responsibilities (Veeva Vault)
- Configure, maintain, and troubleshoot Veeva Vault applications across Regulatory, Quality, and Clinical domains.
- Act as SME for Vault configurations, workflows, lifecycles, roles, permissions, and integrations.
- Manage release cycles, participate in impact assessments, and execute testing activities.
- Support the rollout of new modules and enhancements, including integrations (e.g., Argus, SAP).
- Act as Level 3 escalation, ensuring timely resolution of incidents within SLAs.
- Ensure full adherence to ITIL processes and perform RCA for recurring issues.
- Maintain validated system state in line with GxP and CSV expectations.
Enterprise Administrative & Financial Oversight
- Support Veeva licensing lifecycle activities, including renewals and usage tracking.
- Provide license usage reports to support affiliate recharge processes.
- Maintain accurate and real-time reporting of license consumption.
Mentorship & Team Development
- Provide mentorship and training to junior staff and new team members.
- Conduct configuration reviews and enforce best practices.
- Promote knowledge-sharing and continuous improvement.
- Manage third-party service providers to ensure compliance with Aspen standards.
Cross-Functional Pharmacovigilance (PV) Support – Argus
- Provide support during Argus audits, upgrades, and high-demand cycles.
- Collaborate with the Argus team on interface and data flow management.
- Conduct system health checks and support PV troubleshooting.
Governance & Compliance
- Ensure Veeva Vault compliance with GxP, CSV, 21 CFR Part 11, and internal procedures.
- Participate in audits, CAPAs, and validation exercises.
- Ensure all related SOPs are up to date and that standardised ITIL processes are followed.
Stakeholder Engagement & Business Partnering
- Build and maintain strong relationships with Regulatory, Quality, Clinical, and PV business stakeholders.
- Act as a trusted advisor on Veeva Vault capabilities, system implications, and best practices.
- Facilitate alignment between business needs and platform functionality
Service Delivery & Operational Excellence
- Ensure operational excellence of supported platforms through proactive monitoring, service availability management, and performance oversight.
- Drive continuous improvement initiatives to enhance service quality, reduce incidents, and optimise support efficiency.
- Maintain high customer satisfaction by ensuring timely, high-quality resolution of issues.
Vendor / Service Provider Management
- Manage external vendors and service providers to ensure delivery within Aspen standards, SLAs, and quality parameters.
- Review vendor deliverables, monitor performance, and escalate issues when needed.
- Participate in commercial / renewal discussions relating to platform support services.
Documentation, SOP Management & Knowledge Management
- Ensure system documentation, SOPs, work instructions, and support artefacts are accurate, current, and audit-ready.
- Maintain configuration documentation, system logs, validation artefacts, and support playbooks.
- Drive knowledge-sharing initiatives within the support team and across functional teams.
Risk Management & Issue Prevention
- Identify platform risks, recurring incidents, and potential compliance gaps; implement mitigation activities.
- Conduct trend analysis on incidents and problems to prevent recurrence.
- Flag emerging risks related to system performance, user behaviour, or infrastructure dependencies.
Change Enablement & Release Readiness
- Coordinate and execute change management activities for Veeva Vault and related integrations.
- Ensure readiness for quarterly Veeva releases, including impact assessments, testing plans, and deployment communication.
- Support business change impacts through communication, training, and adoption support.
Reporting & Performance Metrics
- Produce regular reports on system performance, incidents, request volumes, SLA compliance, and platform usage.
- Provide management with insights and recommendations based on operational data and support trends.
- Track and report license usage and cost allocation metrics.
Requirements
- Bachelor’s degree in computer science, Information Technology, Life Sciences, or related field.
- Veeva Vault Administrator Certification (required).
- GxP / CSV (Computer System Validation) training or certification (preferred).
- ITIL Certification or formal ITIL training.
- Agile / Scrum experience (advantageous).
- 6–10 years’ experience in technical support, system administration, or application support with Veeva Vault.
- Experience supporting multiple Vault modules (e.g., QualityDocs, PromoMats, RIM, QMS, eTMF).
- Experience working in GxP-controlled environments with validation obligations.
- Exposure to integrations between Veeva Vault and systems such as Argus or SAP
- Strong knowledge of Veeva Vault data models, workflows, lifecycles, security, and configuration.
- Experience with release management processes and regression testing.
- Familiarity with 21 CFR Part 11, data integrity, and system validation requirements.
- Experience supporting system interfaces, troubleshooting, and issue resolution.
- Knowledge of Argus Safety processes and ability to support PV system activities.
- Veeva Vault configuration and administration.
- Incident, problem, change, and request management within ITIL frameworks.
- Structured problem-solving and RCA methodologies.
- Audit readiness, documentation discipline,
- Ability to collaborate with cross-functional teams, including Regulatory, Quality, Clinical, and PV.
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JOB PURPOSE:
- Operational role in the Group Digital Technology team. The ITSM & Helpdesk Services Manager is responsible for managing, optimizing, and governing the GDT IT Service Management framework and end-user support operations. This role ensures high-quality, efficient, and compliant IT services through effective process design, continuous improvement, service monitoring, and team leadership. The role will drive service excellence, standardization, and operational resilience across all IT service delivery functions and the Helpdesk to ensure customer satisfaction.
KEY PERFORMANCE AREAS:
IT Service Management (ITSM) Governance
- Own and maintain ITSM policies, processes, and service catalog across Incident, Request, Problem, Change, CMDB, Knowledge, and Asset Management.
- Ensure ITSM practices align with ITIL standards and business needs.
- Implement service quality KPIs, SLAs, OLAs, and drive accountability across Technology teams.
- Lead continual service improvement (CSI) initiatives using data-driven insights.
- Oversee ITSM tooling (ServiceNow/Jira/Remedy/etc.) configuration, optimization, and continuous improvement.
- Ensure Innovation & AI capabilities are explored, and processes automation is planned and implemented where applicable.
Helpdesk & End-User Support Leadership
- Manage daily operations of the IT Helpdesk/Service Desk, ensuring timely and effective resolution of incidents and requests.
- Monitor team performance, queue health, escalation patterns, and user satisfaction.
- Establish a tiered support model and ensure seamless coordination with L2/L3 teams.
- Implement proactive support strategies, including shift-left, knowledge base expansion, and automation.
- Lead staffing, scheduling, training, and performance evaluations for support personnel (External, Third party & Internal within Aspen).
Major Incident & Problem Management
- Oversee the Major Incident lifecycle, ensuring rapid response, communication, and resolution.
- Facilitate post-incident reviews and ensure implementation of corrective actions.
- Lead structured Problem Management to reduce recurring issues and optimize system reliability.
- Ensure Root Cause Analysis is provided and documented as per Aspen’s process.
Stakeholder & Vendor Management
- Act as the primary point of contact for business stakeholders on service-desk-related matters.
- Ensure consistent communication, transparency, and alignment on service expectations.
- Manage vendor relationships for support services, tools, and end-user technologies.
- Review vendor performance, contracts, and service delivery alignment for service management services.
Technology Roadmap & Innovation
- Identify opportunities for service automation, AI-powered support, self-service portals, and workflow optimization.
- Benchmark against industry standards and recommend modernization initiatives.
- Collaborate with infrastructure, applications, cybersecurity, and other teams to enable unified service delivery.
- Ensure the help desk stays in validated state and change management is adequately followed
- Drive knowledge-sharing initiatives within the support team and across functional teams.
Requirements
- Bachelor’s degree in computer science, Information Technology or related field.
- ITIL v4 Foundation (required); ITIL Intermediate/Expert is a strong advantage.
- ServiceNow Administrator (preferred)
- 8-10+ years of experience in IT service management, or operations roles.
- Minimum 3+ years in a leadership/managerial capacity
- Experience managing ITSM tools (ServiceNow, BMC, Jira Service Management, etc.).
- Strong understanding of service delivery, IT operations, and user experience management.
- Expertise in Service Desk operations
- Strong grasp of ITSM tooling and automation
- Experience managing ITSM tools (ServiceNow, BMC, Jira Service Management, etc.)
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JOB PURPOSE:
- Operational role in the Group Digital Technology team. The Group Analyst: Data Integration & Development role is responsible for supporting and improving Aspen’s data integration interfaces and custom-built solutions that enable seamless process execution and reliable data flow across the group’s business entities. The role delivers secure, scalable, and well-governed integrations and lightweight custom applications/components that compliment Aspen’s core platforms (e.g., ERP, Manufacturing, Quality, Commercial, Analytics, and corporate systems).
KEY PERFORMANCE AREAS:
Data Integration, Development, and Delivery
- Build, based on signed-off designs from the solution architecture team, and maintain integrations (real-time, near-real-time, and batch) across Aspen platforms and third parties. Management of service providers for more complex interfaces.
- Develop APIs and integration flows using approved integration platforms (e.g., iPaaS/ESB/API gateway tooling as applicable).
- Implement data transformation and mapping logic (XML/JSON/CSV), including validation, error handling, retries, and reconciliation.
- Produce integration artefacts: interface specifications, mapping documents, sequence diagrams, and operational runbooks.
- Ensure consistent use of enterprise integration patterns (API-led, event-driven, message-based, ETL/ELT), aligned with Aspen standards.
Custom Development (Business-Enablement Solutions)
Develop and support custom components such as:
- microservices / lightweight APIs,
- workflow automations,
- integration utilities,
- Basic AI enablement
- PowerApps
- reporting extraction tools,
- custom portals/forms (where approved),
- extensions to enterprise platforms (within governance limits).
- Build solutions using secure coding practices, reusable components, and standard frameworks.
- Participate in solution design to ensure custom development is justified, supportable, and cost-effective versus configuration or COTS options.
- Maintain clean documentation, version control, packaging, and release notes for custom deliverables.
Operational Support and Service Management Alignment
- Provide BAU support for integrations and custom applications:
- triage incidents,
- identify root causes,
- implement fixes,
- support post-incident reviews and preventive actions.
- Monitor integration health, queues, job schedules, API performance, and pipeline failures using available monitoring/logging tools.
- Ensure support readiness through accurate runbooks, knowledge articles, and escalation paths.
- Adhere to ITSM processes: incident, problem, and change, thereby ensuring compliance with change governance and documentation standards.
Security, Compliance, and Quality Assurance
- Ensure all integrations and custom developments align with Aspen security requirements (authentication, authorization, encryption, secrets handling).
- Support compliance obligations typical in regulated environments (e.g., audit trails, controlled access, validation evidence where applicable).
- Participate in testing activities, including unit tests, integration tests, regression tests, performance tests, and UAT support.
- Ensure traceability from requirements to delivered solution and support audit evidence requests when required.
Continuous Improvement and Standardisation
- Identify opportunities to reduce manual work through automation, standard connectors, and reusable patterns.
- Improve reliability by reducing single points of failure and strengthening retry/recovery strategies.
- Contribute to integration and development standards: coding guidelines, naming conventions, documentation templates, and CI/CD practices.
- Support modernization initiatives (cloud adoption, API management maturity, event-driven integration, platform upgrades).
Requirements
- Bachelor’s degree in computer science, Information Systems, Software Engineering, or equivalent experience.
- ITIL Foundation or relevant platform certifications (advantage).
- 3–5 years in integration development and/or custom software development experience.
- Strong experience with:
- API integration (REST/SOAP), JSON/XML, message formats, webhooks
- SQL and relational data concepts
- data transformation, mapping, and error handling patterns
- version control and release management (e.g., GIT)
- modern languages/frameworks (e.g., C#/.NET, Java, Python, Node.js)
- Demonstrated ability to troubleshoot complex integration failures using logs and monitoring tools.
- Experience with cloud-native integration and development (Azure/AWS).
- Familiarity with CI/CD pipelines and DevSecOps practices (Preferred).
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JOB PURPOSE:
- Operational role in the Group Digital Technology team. The Group Analyst: Operations, Incident, Request & Change Management role is responsible for supporting Aspen’s enterprise IT operations by ensuring effective Incident, Request, Change, and Operational Monitoring processes across group entities. The role ensures that IT services remain stable, resilient, and predictable by coordinating service activities, performing operational analysis, maintaining governance standards, and driving continuous improvement. The Analyst acts as the central operational heartbeat of ITSM by monitoring performance, coordinating incident lifecycle activities, enabling efficient service request fulfilment, and ensuring compliant and controlled change execution across Aspen.
KEY PERFORMANCE AREAS:
Incident Management
- Monitor and manage incidents across Aspen’s ITSM platform, ensuring correct categorization, prioritization, and routing.
- Drive timely restoration of service through proactive follow-up with support teams.
- Coordinate major incident handling, ensuring:
- immediate escalation,
- clear communication to leadership,
- accurate updates on impact, status, and remediation progress.
- Ensure incident documentation, impact notes, and resolutions are complete and compliant with governance standards.
- Perform trend analysis to reduce repeat incidents and identify systemic issues.
Request Fulfillment Management
- Oversee end-to-end lifecycle of service requests, ensuring SLA adherence and quality of fulfilment.
- Validate request assignment, workflows, approvals, and fulfilment groups.
- Collaborate with Service Catalogue teams to identify improvement opportunities.
- Monitor request volumes, bottlenecks, and user experience metrics, escalating risks proactively.
Change Management
- Review and validate change tickets for accuracy, completeness, impact assessment, backout plans, and scheduling.
- Facilitate CAB (Change Advisory Board) activities, including in collaboration with the CSV & Quality Team, looking after the following
- agenda preparation,
- change impact summaries,
- minutes and communication.
- Ensure changes adhere to Aspen’s governance model, policies, and risk tolerances.
- Track emergency change activity, ensuring compliance and root-cause documentation.
- Monitor change success rates and identify areas to improve change quality and reduce service impact.
- Ensure CSV processes are followed where applicable as part of Change Management
IT Operations Monitoring & Governance
- Monitor IT operational dashboards, including service availability, infrastructure alerts, and key system health indicators.
- Coordinate remediation with operational teams based on monitoring alerts.
- Support operational readiness activities for new releases, upgrades, and platform changes.
- Perform routine checks for SLA/OLA adherence across Incident, Request, and Change processes.
- Maintain compliance with group audit requirements through proper evidence collection and documentation.
Reporting, Analytics & Insights
- Maintain dashboards and reporting packs for leadership, including:
- Incident trends and MTTR,
- SLA performance,
- Change success/failure rate,
- Request fulfilment performance,
- Root cause distribution,
- Operational risk indicators.
- Provide actionable insights by identifying patterns, recurring issues, and improvement opportunities.
- Support CSI (Continual Service Improvement) initiatives using data-driven recommendations.
Stakeholder Coordination & Communication
- Collaborate with Infrastructure, Applications, Cybersecurity, Networks, and Helpdesk teams.
- Communicate incident and change updates to business stakeholders with clarity and professionalism.
- Assist in user communication preparation for service outages, planned maintenance, and change impacts.
- Work closely with group entities to drive alignment with Aspen’s operating model.
Requirements
- Bachelor’s degree in computer science, Information Technology or related field.
- ITIL v4 Foundation (required)
- 5+ years’ experience in IT Operations or ITSM environments
- Extensive knowledge of ITIL processes (Incident, Request, Change)
- Experience using ITSM platforms (E.g. ServiceNow, BMC, Jira Service Management, ManageEngine, etc)
- Experience in enterprise, multi-entity or shared services operating models.
- Exposure to Major Incident Management and CAB processes.
- Familiarity with operational monitoring tools (e.g., Nagios, SolarWinds, Azure Monitor, Dynatrace).
- Basic report writing skills
- Good presentation skills
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JOB PURPOSE:
- Operational role within the Group Digital Technology team responsible for the administration, configuration, and support of systems used for regulatory, quality, and compliance operations across the organisation. The Group Analyst serves as an application specialist supporting enterprise platforms such as eQMS, RIMS, Document Control, Audit & Compliance systems, and other regulatory/quality tools. The role ensures systems are maintained in a validated state, operated securely, and aligned with global regulatory standards including GxP, 21 CFR Part 11, ISO 9001, and ISO 13485. The incumbent supports the Regulatory and Quality teams with reliable system access, troubleshooting, training, documentation, and coordination of system changes, while working with IT, vendors, and auditors to maintain data integrity, compliance, and continuous improvement.
KEY PERFORMANCE AREAS:
System Administration & Configuration
- Perform day-to-day administration and configuration of Regulatory & Quality systems (eQMS, RIMS, DMS, Audit platforms).
- Manage user accounts, roles, permissions, and security groups.
- Configure workflows, rules, fields, and metadata according to approved designs.
- Technical lead system upgrades/releases as per Vendor quarterly release cycles.
- Work on minor enhancement/backlog initiatives for regulatory applications, i.e., building of a custom report, deployment of Sing-Sign-on or a new security policy.
- Conduct routine system checks, maintenance tasks, and support validated state upkeep.
Regulatory & Quality Support
- Ensure systems are available and functioning for Quality and Regulatory processes (e.g., submissions, CAPAs, audits, deviations, SOPs, training).
- Support data integrity controls, including audit trails, electronic signatures, and controlled documents.
- Assist in the execution of controlled changes following QA-approved processes.
- Compliance, Validation & Documentation
- Maintain validation documentation, including URS, IQ/OQ/PQ, change controls, and risk assessments.
- Support internal/external audits, inspections, and regulatory reviews.
- Ensure system documentation, SOPs, user guides, and training material remain updated.
Issue Resolution & User Support
- Provide Tier 2 and 3 support for application issues, escalating to the Manager, vendors, or IT infrastructure where required.
- Troubleshoot workflow failures, configuration errors, access issues, and data inconsistencies.
- Ensure timely resolution of incidents in line with SLAs.
- Training & Change Management
- Develop and deliver user training, onboarding materials, and system guides.
- Communicate system updates, enhancements, and release impacts to end users.
- Promote consistent global usage of Regulatory & Quality systems.
Vendor & Stakeholder Coordination
- Coordinate with vendors for issue resolution, small changes, or enhancement support.
- Participate in requirements gathering and solution assessments.
- Track software licences, renewals, and small system contracts (supporting the Manager, not owning).
Data Governance & Reporting
- Ensure accuracy, consistency, and integrity of data across Regulatory & Quality systems.
- Generate reports, dashboards, metrics, and compliance indicators.
- Support analyses for audits, regulatory submissions, and management reviews.
Service Delivery & Monitoring
- Monitor system performance, availability, and incident trends.
- Contribute to continuous improvement initiatives to enhance system reliability.
- Support proactive identification of risks and potential issues.
Requirements
- 3–5+ years administering Regulatory, Quality, or other GxP validated systems.
- Experience supporting one or more of the following highly desirable:
- eQMS platforms (Trackwise, Veeva QMS, Esko Pulse)
- RIMS systems
- Document Control systems (SharePoint DMS, Veeva Qdocs, OpenText)
- Audit & Compliance applications
- Experience maintaining validated systems (URS, IQ/OQ/PQ, trace matrices).
- Familiarity with workflow design, role-based security, reporting tools, and configuration rules
- Strong understanding of GxP requirements, data integrity, ALCOA+, and validation processes.
- Knowledge of FDA 21 CFR Part 11, EMA, ICH, and relevant global regulatory guidelines.
- Experience in analysing and interpreting regulatory guidelines and applying them to system operations.
- Strong knowledge of role-based access administration and security controls.
- Application configuration, workflow administration, and user access management.
- Incident, problem, change, and request management using ITIL frameworks.
- Strong analytical and troubleshooting capability for application and workflow issues.
- Documentation discipline, including SOPs, work instructions, validation artefacts, and system logs.
- Ability to work collaboratively with Quality, Regulatory, and cross-functional stakeholders.
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JOB PURPOSE:
- Operational role in the Group Digital Technology team. The Group Analyst: Business Intelligence is responsible for enabling high quality, reliable, and actionable insights across Aspen’s group entities by designing, developing, maintaining, and supporting BI solution backends, i.e. the ingestion of data into common data platforms like Microsoft Fabric. Assist with more complex dashboards and analytical models where required from business. The role ensures data accuracy via single source of truth, promotes data driven decision making, improves reporting efficiency, and supports Aspen’s digital and analytics transformation through modern BI tools and best practices. This position plays a critical role in ensuring that Aspen’s executives, operational teams, and global functions have access to trusted data and consistent reporting across regions, manufacturing sites, and business units.
KEY PERFORMANCE AREAS:
BI Fabric Enablement, data ingestion, and maintenance
- Develop, enhance, and support BI dashboards, reports, and analytical models using Aspen’s approved BI platforms (e.g., Power BI, Microsoft Fabric) for more complex business requests.
- Translate business requirements into technical designs, focusing on what data is needed.
- Build, in collaboration with the data architect, an extraction of data into Microsoft Fabric to be exposed to Business BI teams.
- Ensure all BI artifacts follow standards, performance best practices, and data governance rules.
- Manage versioning, optimization, and lifecycle updates for datasets.
Data Modelling and Preparation
- Build and maintain semantic models, datasets, and data flows to support BI initiatives.
- Work closely with other GDT teams to refine data pipelines, define transformations, and ensure data availability.
- Validate data accuracy, completeness, and logical consistency across dashboards.
- Support the development of star schemas, fact tables, and dimension models aligned to Aspen’s enterprise architecture.
Stakeholder Engagement and Requirements Analysis
- Partner with business stakeholders (Finance, Manufacturing, Supply Chain, Commercial, QA, etc.) to gather analytical needs.
- Conduct meetings to clarify data requirements.
- Act as a trusted advisor to business teams on reporting improvements and data-driven decision-making.
- Ensure data moved to common data platforms meet reporting outputs that serve group-wide consistency and standardization.
Operational Support and BAU Activities
- Investigate and resolve BI-related incidents, data discrepancies, and access issues within agreed SLAs.
- Monitor scheduled refreshes, data pipelines, and dashboard performance.
- Support BI platform administration activities such as workspace governance, access control, and usage monitoring.
- Provide training and guidance to Business super users, enabling broader self-service analytics adoption.
- Identify automation opportunities and efficiencies in reporting and data preparation.
Requirements
- Bachelor’s degree in information systems, Computer Science, Data Analytics, or a related discipline.
- ITIL Foundation or data governance certifications (advantage).
- 5 years hands-on experience in BI development, data extraction or data analytics roles.
- Strong experience with the Microsoft BI platforms – Fabric, PowerBI, etc.
- Experience in manufacturing or pharmaceutical/regulated environments preferred.
- Exposure to enterprise data platforms (Azure Data Lake, Microsoft Fabric, Azure Synapse, etc.).
- Familiarity with DAX, M Query, ETL concepts, and data pipelines.
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JOB PURPOSE:
- Operational role in the Digital Technology team. The Group Administrator: Asset, Configuration & Service Catalogue Management is responsible for ensuring the accuracy, completeness, and governance of Aspen’s IT Asset Management, Configuration Management (CMDB), and Service Catalogue. The role supports the broader ITSM operating model by maintaining trusted configuration data, controlling asset lifecycle practices, enabling standardized service offerings, and improving service delivery performance across Aspen’s group entities. This role is critical to ensuring audit readiness, cost transparency, service standardization, change impact clarity, and operational resilience.
KEY PERFROMANCE AREAS:
IT Asset Management (ITAM) Administration & Governance
- Administer Aspen’s asset lifecycle processes for hardware, software, cloud subscriptions, and end-user devices, from procurement to disposal.
- Maintain accurate asset records: ownership, location, warranty, status, assignment, cost center, contract/licensing details.
- Coordinate with Procurement, Finance, Cybersecurity and Support teams to ensure:
- compliant purchasing and onboarding of assets,
- controlled movements and transfers across group entities,
- timely refresh/replacement and secure disposal.
- Support software compliance activities including entitlement tracking, license optimization, and audit preparation (internal/external).
- Produce regular asset reports (aging, utilization, warranty expirations, lifecycle risk, spend visibility).
Configuration Management & CMDB Administration
- Operate and maintain the CMDB to ensure configuration items (CIs) are:
- correctly classified,
- consistently named and structured,
- linked through relationship mapping (e.g., service → application → server → network dependency).
- Define and enforce CI lifecycle states, ownership model, and CI data quality standards.
- Perform CMDB data quality activities:
- completeness checks,
- duplicate remediation,
- reconciliation with discovery tools, endpoint management platforms, and procurement systems.
- Support Change and Incident processes by ensuring impact analysis and service dependency mapping are accurate.
- Facilitate periodic CMDB reviews with domain owners (Infrastructure, Network, Apps, Security, Cloud).
Service Catalogue Management
- Maintain and continuously improve Aspen’s Service Catalogue, ensuring all services are:
- clearly defined with scope, eligibility, and dependencies,
- aligned to service owners and support groups,
- mapped to SLAs/OLAs and request fulfilment workflows,
- standardized across Aspen’s group entities where appropriate.
- Work with stakeholders to create new service entries and retire outdated services.
- Ensure service request forms are user-friendly and optimized for:
- self-service,
- automation,
- consistent approvals and fulfilment steps.
- Support the development and upkeep of service descriptions, costs (where required), and knowledge articles linked to catalogue items.
Controls, Compliance & Audit Readiness
- Maintain evidence and documentation supporting compliance requirements (e.g., asset inventories, disposals, access logs, license baselines).
- Support internal audits and IT governance assessments by providing trusted reporting and process compliance evidence.
- Ensure alignment to Aspen’s policies for security classification, data protection, and asset handling.
Reporting, Dashboards & Continuous Improvement
- Develop and maintain dashboards and reports for leadership and operational teams including:
- CMDB quality score (completeness, accuracy, timeliness),
- asset compliance posture and lifecycle health,
- catalogue adoption and request success rates,
- top service requests and automation opportunities.
- Drive continuous improvements by identifying gaps, recommending enhancements, and supporting implementation of tooling and process changes.
- Promote “shift-left” by linking catalogue items to knowledge and self-help guidance.
Stakeholder & Cross-Functional Collaboration
- Partner with helpdesk, Infrastructure, Applications, Security, Procurement, and Finance teams to ensure integrated outcomes.
- Coordinate with group entities to align processes while respecting local operational needs.
- Support vendor engagement for asset registers, warranty services, discovery tooling, or contract/licensing management.
Requirements
- Bachelor’s degree in computer science, Information Technology or similar (or equivalent experience)
- ITIL v4 Foundation (required)
- 3–5 years in IT operations / ITSM administration roles, with direct exposure to:
- IT Asset Management,
- CMDB / Configuration Management,
- Service Catalogue / Request Management.
- Experience using ITSM platforms (E.g. ServiceNow, BMC, Jira Service Management, ManageEngine, etc),
- Familiarity with discovery and endpoint tools (e.g., SCCM/MECM, Intune, Tanium, Lansweeper or equivalent) is advantageous.
go to method of application »
JOP PURPOSE:
- The Group Administrator: Regulatory and Quality Applications is an operational role in the Group Digital Technology team, responsible for providing day-to-day application support, issue resolution, and user assistance for the Regulatory and Quality Application, which includes primarily Veeva and related systems like Esko Pulse, TVT, Argus PV, and Trackwise Digital. This role is support-focused, ensuring that Regulatory Affairs teams can operate efficiently and in compliance using the Regulatory IT platforms. The Administrator acts as a first line of support for users, manages incidents, service requests, and changes, coordinates with internal Regulatory Application Analyst / Specialist, Internal IT Teams, and Vendor (like Veeva) for issue escalation, and plays a critical role in maintaining system stability and user satisfaction. Basic Veeva system configuration and reporting skills are essential.
KEY PERFORMANCE AREAS:
Application Support and Troubleshooting
- Provide 1st and 2nd line support for users of the Regulatory applications, E.g. Registrations, Submissions, Archive, CRM, and Safety.
- Monitor support queues, investigate and resolve incidents, log service requests, and ensure timely follow-up and closure.
- Troubleshoot common issues such as document upload failures, user access problems, metadata mismatches, and workflow errors.
- Ensure SLAs are met, and tickets are closed on time (Incidents, Requests, Change & Problem)
- Ensure Problem Management is followed, and RCA is provided for major & recurring incidents
- Follow GxP & CSV methods and ensure the system stays in a validated state with no deviations.
User Access Management
- Manage user onboarding/offboarding, access rights, and role-based permissions in compliance with internal SOPs.
- Assist with system audits of user access and role reviews to ensure regulatory compliance.
Incident Management & Escalation
- Collaborate with other team members, management, and service providers to escalate and resolve complex technical issues.
- Track and manage open issues using ticketing tools (e.g., ServiceNow), ensuring timely updates and user communication.
System Monitoring & Maintenance
- Perform daily health checks and monitor system performance to ensure uptime and data integrity.
- Track usage metrics, system logs, and user behaviour to proactively identify potential issues.
Documentation & Training
- Maintain system support documentation, including troubleshooting guides, FAQ articles, and job aids.
- Assist in user training sessions and creation of quick reference materials to improve adoption and reduce support requests.
Release Readiness & Testing
- Review release notes (E.g. Veeva Release notes) and assist in testing new features and updates.
- Support quarterly releases by validating critical functionality and reporting potential issues before go-live.
Continuous Improvements
- Collect feedback from end-users to identify pain points and suggest system enhancements.
- Participate in projects related to system upgrades, enhancements, or integrations (e.g., with Argus, ERP, or EDMS systems).
Requirements
- Bachelor’s degree in computer science, Information Technology, Life Sciences, or related field.
- ITIL Foundation (a plus).
- Veeva Vault certification (required).
- 3+ years administering Regulatory, Quality, or other GxP validated systems.
- Strong knowledge of GxP / CSV / 21 CFR Part 11
- Experience supporting one or more of the following highly desirable:
- eQMS platforms (Veeva QMS)
- RIMS systems
- Document Control systems (SharePoint DMS, Veeva Qdocs, OpenText)
- Audit & Compliance applications
- Experience maintaining validated systems (URS, IQ/OQ/PQ, trace matrices).
- Familiarity with workflow design, role-based security, reporting tools, and configuration rules
- Strong understanding of GxP requirements, data integrity, ALCOA+, and validation processes.
- Experience analysing and interpreting regulatory guidelines and applying them to system operations.
- Strong knowledge of role-based access administration and security controls.
- Application configuration, workflow administration, and user access management.
- Incident, problem, change, and request management using ITIL frameworks.
- Strong analytical and troubleshooting capability for application and workflow issues.
- Documentation discipline, including SOPs, work instructions, validation artefacts, and system logs.
- Ability to work collaboratively with Quality, Regulatory, and cross-functional stakeholders.
Method of Application
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