Job Vacancies at Aspen Pharma Group

Main Purpose of the Role:

• Effective and timeous processing of local and international payments in compliance with financial policies and procedures and a high level of customer service by providing financial and administrative support to the organisation.

Key Responsibilities:

(The primary tasks, functions and deliverables of the role)

• Request for creditors statements the 1st week of the month.
• Request for all outstanding invoices and credit notes from supplier.
• Request for outstanding purchase orders from business units.
• Attach tax invoices to corresponding purchase orders for service-related expenses.
• Attach tax invoices to corresponding purchase orders, quotation, delivery note, and Procurement stamped approval for goods-related expenses.
• Check allocation of expenses in line of Marketing code which requires a Standard form approved by line managers and Compliance Code Officer.
• Check tax invoice according to SARS compliance.
• Process tax invoice and submit posting.
• Reconcile creditors account to the Creditors Ledger.
• Select tax invoices and credit notes for payments.
• Payment advice and proof of payment emailed to creditor timeously.
• Journal to be processed for correction of expense allocation.
• Effective utilization of resources to keep processes cost-effective.
• All queries are followed up and resolved in the shortest possible timeframe within policy framework.
• A professional attitude is displayed when responding to customers’ needs.
• Approval obtained from relevant signatories.
• Verify bank details with vendors by complying to EFT policy and procedures.
• Ensure the recons are submitted for payment on the 10th of each month.
• Check/verify Expense Claims to ensure correct allocations and support attached within policy framework.
• Ensure transactions are accurately recorded.
• Check calculation of input VAT.
• Analyze and maintain the GR IR report by verifying and clearing purchase orders daily.
• Analyze and maintain Expense Claim report by verifying and clearing expense claims daily.
• Analyze and maintain the Age Analysis report by verifying financial transactions.
• Forex payment
• Responsible for payment of Forex suppliers
• Follow up Forex Supplier Payments to ensure efficient accurate service delivery and availability of pertinent information to relevant parties
• Update & control ECA applications
• Update e-forex platform on FNB online banking 

Requirements

Education and Experience

• Matric/ Grade 12
• Must have at least 2 years’ experience in Accounts Payable
• Deep working knowledge of Creditors Reconciliation
• Computer skills on SAP and MS Excel
• Solid understanding of the Pharmaceutical Industry

Skills and Competencies 

• Effective planning, organising and co-ordinating
• Highly numerate
• Excellent analytical skills
• Effective problem-solving and decision making
• The ability to communicate effectively (written and verbal) is essential.
• Attention to detail.
• Multi-tasking
• Focused
• Responsibility & Accountability
• Resilience
• Team Player
• Curiosity/learning agility
• High standards
• Ethical conduct 

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Main Purpose of the Role

• The Business Analyst is responsible for delivering the analytical requirements of the business across Aspen SA Commercial including SADC, Public Health and Aspen Communications Centre. Reporting on data-based insights across the commercial organization for informed decision-making processes.

Key Responsibilities:

Sales Representative revenue target setting

• Clearly defined yearly targets for each sales representative per territory per brand. This is done by analysing IQVIA/CENTRIX/IRI reports to see a breakdown of products by territory and brand. This is historical.
• The business analyst will do the calculations, which determine the targets, based on the strategy determined by the Heads of SA Commercial.

SSD models maintenance & management (Sales out)

• Performs Data validations according to set criteria based on SADC/IQVIA/CENTRIX/IRI reports sent to them
• Update the system changes to reflect any territory or brick changes. Manage Customer Classifications (Key accounts).
• Management of Sales and Marketing structure (Resource movement). This includes any Salesforce movements that could affect target or commissions

Repwise system management

Maintain and update information related to:

• Wholesaler products code
• Team brand allocation
• SEP imports
• Detail brands allocation
• Ordering device settings
• Stock management and out of stocks

Glass system management

Maintain and update information related to:

• CPA measurement
• Employee list management
• Product team master
• Customer database
• Sales team reporting line management
• Territory structures
• Customer classification

Incentives and awards management

• Perform quarterly accurate incentive calculations that include updated focus brands and product weightings according to the incentive eligibility guidelines that are provided to them.
• Perform annual awards calculations based on predefined criteria and metrics management.

Reporting and data management

• Quality data reports are delivered as per business expectations and validated by the business unit heads.

Brand performance trackers and reporting

• Perform reporting of brand performance through appropriate analytical tools such as:
• Power BI
• Excel brand dashboards
• New product launch dashboards
• This is according to annual budgeted targets that have been set by the Business Unit Head team.

Adhoc data analysis request

• Adhoc data analysis as required by stakeholders/brand managers and Sales Representatives. These would relate to reports they require to assist them in understanding their customer more effectively.

Requirements

QUALIFICATIONS & EXPERIENCE:

Educational Qualifications & Experience

• Tertiary qualification, preferably in BSc Science, Mathematics or Health Sciences
• 3+ years in data analytics and insights
• 2+ years of pharmaceutical experience (sales and marketing) is an advantage.
• Advanced skills in Power BI, QlikView or other interactive BI dashboard tools
• Advanced skills in Microsoft suite (Excel advanced)
• SFDC Certified Administration is an advantage
• Proven track record and customer service experience
• Experience of having operated in a complex matrix organisation

 Skills and Attributes:

• Sound knowledge of data and insight integration to inform, support, and direct business strategy
• Strong analytical, strategic, and creative problem-solving skills
• Storytelling and sense-making of data to translate into business insights
• Demonstrate the ability to turn data driven insights into actionable ways to drive business results
• Able to proactively identify business opportunities and translate it to key stakeholders
• Efficient prioritization of tasks for critical business deliverables
• Ability to develop and deliver compelling executive-level presentations
• Ability to perform well under pressure and maintain commitment to deadlines
• Cross collaboration across the organization
• Excellent interpersonal, teamwork and communication skills
• Self-motivated, curious, and critical thinker
• Excellent written and verbal communication skills and the ability to simplify complex data-driven insights
• Drives accountability for personal and team performance

Knowledge:

• Experience in data analytics with the pharmaceutical market
• Understanding of market data and data extraction and transformation methodologies
• Systems (SAP) and data analytics / BI Tools (Power BI, QlikView)
• Advanced MS Excel
• Analytics and proficiencies in Microsoft
• Commercial operations and processes (Sales, Marketing, Key Accounts) and impact on business
• Budget process and target setting

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Description

• Lead supplier development, supplier negotiations, RFQs, and CMO category strategy for major suppliers.
• Identification of continuous improvement opportunities.

Requirements

Supplier management

• Communicate and negotiate with suppliers.
• Monitor quality standards and identify performance failures.
• Conduct supplier audits and report on supplier performance.
• Manage supplier communications and documents and process flow, including RFIs, RFP, RFQ, and RFB’s.
• Resolve supplier issues; maintain working relationships with key suppliers.
• Set up new vendors and coordinate with legal to support new contracts; maintain / update existing contracts.
• Identify new suppliers and products in the marketplace.
• Vet potential suppliers’ capabilities (delivery, quality, services)
• Review insourcing and outsourcing opportunities.
• Negotiate with suppliers to carry stock for fast moving items.
• Assist in the drafting of specifications as required and provide advice and guidance to customers on procurement processes.
• Review and approve price variances (Order vs Invoice Prices)
• BBBEE and procurement administration.

Risk management

• Maintain and report on adherence to internal and external compliance requirements.
• Actively reduce third-party risk exposure.
• Carry out risk management processes within CMO category.

Quality and qualifying products

• Assist quality teams to obtain products needed to conduct finished product testing.
• Schedule product trials and coordinate samples.

Reporting and record keeping

• Maintain repository of procurement-related knowledge.
• Maintain complete, compliant documentation of purchasing activities.
• Maintain standards and update SOPs for documentation and filing requirements.

Budgeting

• Manage and optimise use of Category budget.
• Provide input into required changes in resources to enable achievement of objectives.
• Monitor, track, and report on expenditure against budget.

Planning and coordination

• Optimize processes, identify gaps in policies, procedures, and legislation, and propose changes or improvements to management.
• Provide technical advice to internal stakeholders.

Skills Required

Background/experience

• 6 years' relevant experience
• Experience in a manufacturing procurement environment, and preferably with significant experience in a CMO environment
• Experience in a manufacturing environment of highly controlled GMP packaged materials i.e., food, beverages, or pharma.
• National Diploma or equivalent, in relevant fields (Packaging Technology, Procurement, Logistics or Supply Chain), or related disciplines.

Specific Job Skills

• Computer literacy

Competencies

• Customer Awareness
• Meeting Deadlines
• Making Decisions
• Planning and Organising
• Interrogating Information

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Description

• Ensure risk-based containment, exposure monitoring related to API & HPAPI exposure for all work conducted in SA Operations.

Requirements

API project management

• Be a member of all project teams (construction, tech-transfer etc.) and advise on containment performance requirements for the design.
• Assist with the management of project- close out and structure/facility/equipment commissioning.
• Manage the Containment monitoring programme and SMEPAC.

Measuring & monitoring - Containment monitoring

• Evaluate and assign health-based exposure limits for active pharmaceutical ingredients (APIs) and hazardous chemical and biological agents (OEL, ADE, ASL)
• Evaluate and assign environmental limits for active pharmaceutical ingredients (APIs) and hazardous chemical and biological agents (PNEC, PEC)
• Assessment of introduction of new products on waste handling requirements – impact on effluent / PNEC /PEC
• Impact of changing product volumes and product mix on waste / effluent / ADE / PEC
• Conduct time-studies for risk-operations and assist with risk calculation; advise on additional containment measures and quantity.
• Co-ordinate HCA and HBA H&S and cGMP-hygiene surveys.
• Coordinate environmental monitoring regarding API & HPAPI wastewater & formulate risk-based containment measures.
• Analyse the environmental risks and formulate containment for waste, effluent; advise on the dynamics of the Wastewater plant.
• Assist the health care centre in developing surveillance programs to track the effects of hazardous exposures.

Risk Assessments

• Perform health and safety risk assessments of occupational hazards emanating from APIs, HCAs and HBAs
• Perform environment impact assessments of environmental aspects emanating from APIs, HCAs and HBAs
• Develop standardized health-based risk assessment methodologies and models for performing risk assessments of contaminant exposure via air, surfaces, and wastewater.
• Assist in risk assessments to develop programs designed to prevent environmental and occupational exposure to hazardous materials and conditions.
• Risk assessment of change in working conditions – related to working hours changing - assess impact of ADE/PDE and related operations in areas -PPE requirements/working or exposure times.

Incident investigations

• Investigate breaches of containment.

Operational Controls

• Budget for and manage Monographs and SDS if required.
• Liaise with Capability regarding HCA and HBA training.
• Manage the processes of Chemical Toxicology (CT) (e.g., request processes; reporting to key customers, outsourcing activities when warranted, and managing CT database).
• Support to Cleaning Validation Team for creation of ADE / OEL / Surface Level Assessments.

Policies & legal requirements

• Create, edit and review of procedures, work instructions and standard forms in conjunction with interested and affected parties.
• Evaluate and interpret the toxicologic literature concerning hazardous materials.

Reporting & record keeping

• Member of each project team dealing with hazards or containment of APIs, HCAs, HBAs
• Provide information for completion of reports.
• Manage monograph acquisition, importation, and internal approval, archiving and review; Ensure that the monograph is signed off, updated & on VEEVA.
• Complete and consolidate standard documents.
• Maintain and update records, systems and portals as required.
• Maintain API/HPAPI inventory.
• Include new monograph details and amend existing data when monographs are revised.
• Compile relevant documents for communication of health-based exposure limits and related training.

SHE & GMP performance

• Conduct trend analysis for performance indicators
• Co-ordinate and document Objectives/ CI initiatives for site.
• Conduct standard training, as required.
• Sign off survey reports and co-ordinate corrective and preventative actions.

Skills Required

Background/experience

• M.Sc. University degree in Toxicology, Pharmacology, Biology, Chemistry, or similar is required.
• PhD Toxicology, Pharmacology, Biology, Chemistry, or similar is preferred.
• Advanced years of experience in Occupational and product toxicology is required, pharmaceutical manufacturing, and OEL/OEB/PDE development is preferred.

Specific job skills

• Risk assessment.

Competencies

• Good communication skills, likes to work in teams, learning agility, IT skills (Microsoft Office package), scientific literature tools, virtual meetings.
• Familiar with SharePoint, SAP, and/or other databases, IT affinity.
• Able to perform detailed work with limited oversight on concurrent tasks.

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MAIN DUTIES: 

Key Responsibilities: (The primary tasks, functions and deliverables of the role)

Customer Service

• All queries are followed up and resolved in the shortest possible timeframe within policy framework
• Internal and external customers are constantly updated as to the progress of their Query
• Supply customers with all documentation before requested where possible

Cash Allocations

• Daily - Bank Statement allocated to account
• Daily - Correct allocation on SAP
• Monthly Reconciliation’s – all reconciliations to be done on Excel with every payment and signed

All contras and minor write-offs to be done by month end

Cash Collections

• All customers are to be contacted at least 3 times a month:
• Targets – will be set for Controller on a monthly basis
• Monitoring risk of client – advise line manager of any problematic customer or late paying customer
• Notify management of all expected payments

Customer Visits

• Visit customer as and when required sorting out any problems and queries
• Within 3 days of visiting the customer minutes must be sent

Queries / 90 Days

• Claims register to be updated daily of status of claim and available on the G drive. (pharma) –
• Follow up outstanding claims daily, all correspondence to be kept on file
• Reason codes on SAP – to be updated by month end
• Authorization of credit notes- ensure all credit notes approved is within the company authorization levels
• Monthly meetings will be held as and when required by line manager to facilitate you with your book
• State account – pricing claims to be checked and approved according to state contracts and addendums
• Following up on outstanding credit notes from 3PL regularly and escalating to line manager
• Month end report on 90 days with reasons to be sent to line manager by 9th of every month

Documentation

• Posting of invoices – pod’s – credits notes as required
• Uploading of invoice payment packs on the State MSD Portal
• Sending statements – within 2 days of printing, also Excel and PDF statements on request
• Escalation reports (60 & 90 days) for State accounts to be emailed to the respective State counterpart by the 20th of each month

Requirements

Qualifications & Experience

• Grade 12 / Matric
• Credit Management Diploma an advantage
• 1+ year credit control experience (Preferably State/Tender Accounts)
• Computer literate – strong in MS Excel 

Skills and Competencies (The abilities that the individual needs in order to perform this role effectively)

• Time management
• Planning and organizational skills
• Good interpersonal and communication skills (verbal & written)
• Customer/service orientated
• Focused on attention to detail, high sense of urgency and deadline driven
• Problem-solving and good judgment
• Analytical skills
• Follow instructions and Procedures
• Work well within a team environment