Jobs at Aspen Pharma Group

Overview

To ensure all Manufacturing Execution Systems Infrastructure is architected, maintained, documented and controlled on a daily basis.  To develop control systems that aligns to disaster recovery processes.

Responsibilities

Operational Activities

• Ensure efficient service delivery to customers and suppliers internally and externally. 
• Ensure Hardware and Software support resolved as per request
• Feedback regarding outputs on a regular basis, and methods for improving customer services are proposed, developed and continuously updated.
• Ensure that the security and licenses are managed as per department requirements, that technology is utilised competently as per qualification requirements and that training is acquired to accommodate new technology.
• Ensure adequate capacity planning and monitoring to ensure that business requirements are met.
• Ensure that the computer hardware architecture is designed to meet business requirements
• Ensure Problem Management discipline is implemented and followed.
• Ensure proactive monitoring is in place.
• Ensure the availability of standard operating procedures for processes, and utilise accordingly.
• Ensure that information is confidentially maintained and securely stored and that documents and reports are completed in an accurate and disciplined manner.
• Ensure the effective implementation of technology standards in the MES environment
• Identify and contract various component parts necessary to deliver the services through Operating Level Agreements

Human Resources

• Promote diversity, equal opportunity and fair treatment in the workplace

GMP

• Complete all records and reports timeously and accurately as described in the relevant SOP’s, protocols and associated documentation.
• 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

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
• 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

Background/experience

• BComm, BSc or equivalent
• Experience in the commercial- and integrated management of a multidiscipline information technology environment

Specific job skills

• 3 – 5 years’ experience in Networking Environment
• 3 – 5 years’ experience in Microsoft Environment
• 3 – 5 years’ experience in MES Environment (ANSI/ISA95)

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Job Purpose

The IT Change, Release, and Validation Manager is responsible for ensuring that changes to IT systems and applications are managed in a controlled manner, minimizing risk to the business. This includes managing the release of IT systems and applications into production environments, ensuring that they are delivered in a controlled manner, and ensuring that IT systems and applications meet regulatory requirements through testing and validation activities. The purpose of this role is to ensure that Information Systems are validated and/or tested so as to best support the business within the financial budget constraints of the IT function. This will be achieved through the following activities:

• Project Validation Management
• Change Management
• Managed release to the business
• Communication
• Risk Management

Key Responsibilities:

• Manage the IT change management process, including Request for Change (RFC), change assessment, change approval, change implementation, and change review.
• Manage the IT release management process, including release planning, release build, release deployment, and release review.
• Manage validation activities for IT systems and applications, including validation planning, user requirements specification (URS), functional requirements specification (FRS), design specification (DS), installation qualification (IQ), operational qualification (OQ), and performance qualification (PQ).
• Ensure that changes to IT systems and applications are managed in a controlled manner, minimizing risk to the business.
• Ensure that IT systems and applications meet regulatory requirements through testing and validation activities.
• Ensure that computerized systems remain in a state of control throughout their lifecycle by managing changes through change control procedures and periodically reviewing computerized systems to ensure they continue to meet their intended use and remain in a validated state.

Requirements

Job Requirements

Educational qualifications & experience

• Bachelor’s degree in Computer Science or related field
• Minimum of 5 years of experience in IT change management
• Experience with GAMP5 guidelines
• Strong understanding of regulatory requirements for computerized systems

Experience

• Extensive IT Pharma Validation experience
• High level of computer literacy
• Experience and sound knowledge of service change and release management methodologies

Technical Competencies & Skills

• Attention to detail, above average report writing skills
• Solid understanding of EU annex 11 and 15, FDA CFR Part 11 and PIC/s requirements for Computer System Validation in a regulated industry
• Change Management (Level 5): Ensuring that changes to IT systems and applications are managed in a controlled manner, minimizing risk to the business.
• Release and Deployment (Level 5): Managing the release of IT systems and applications into production environments, ensuring that they are delivered in a controlled manner.
• Validation (Level 5): Ensuring that IT systems and applications meet regulatory requirements through testing and validation activities.

Aspen Competencies

Business

• Create the Future - Accountability/ Ownership

People

• Communicate Effectively
• Dealing with ambiguity - Embrace Change

Self

• Contribute Special Expertise
• Take Action with Integrity

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JOB PURPOSE

• Effectively and efficiently supports the team in the organizing, monitoring and execution of all administrative and specifically defined transactional activities related to the process and function of Group Talent Management. 

KEY PERFORMANCE AREA

Talent Acquisition Administration

• Perform all the recruitment transactional/ administrative processes and identify opportunities for improvement in collaboration with the Group Talent Management team
• Receipt and follow through of appointment approval documentation
• Gather, check and publish local and international job adverts and role briefs to internal and external job portals/ social media / service providers
• Assist with resolving queries and responding to requests for information from service providers, candidates and business
• Gather information relevant to the recruitment and appointment process (verification, assessments and references etc.)
• Schedule interviews
• Ensure the booking of teleconferences, video conferences, meeting rooms, flights, accommodation, transfers etc. as directed by the recruiter is carried out efficiently
• Collate and disseminate interview packs 
• Compile the interview guides with related questions
• Co-ordinate assessment processes as required
• Compile and hand off of the new hire pack to the respective HR
• Produce and disseminate regret correspondence to service providers and candidates
• Responsible for the maintenance of Direct Hire, candidate data on the system, maintenance of supplier information on system, ensure accurate information for reporting purposes
• First point of contact for all day to day administrative matters relating to the talent acquisition process
• Assist in Work Permit application process
• Screen candidates and longlist where there are volume of applications and when directed by the Group Talent Acquisition Specialist
• Capture candidate raw data onto selection tracker by identifying critical success factors of vacancy
• Assist with the maintaining candidate application pools by keeping candidates informed of the status of their application
• In collaboration with the TA Specialist review and update Recruitment/Talent Acquisition Policy
• Review and update the Talent Acquisition process flow if and when required for E & F bands, globally
• Ensure Talent Acquisition tracker is timeously kept up-to-date
• Work with Group Head: TM to facilitate and coordinate executive onboarding for E & F Bands globally – move to TA
• Co-ordinate all TA related training sessions locally and internationally for ATS and sourcing platforms

Talent Management Service Providers

• Responsible for the co-ordination and conducting of briefing discussions with suppliers
• Co-ordinate vendor review sessions
• Resolve basic day to day queries from Service Providers and escalate complex queries to Group Head: Talent Management
• Request update BEE Compliance certificates from suppliers annually
• Ensure document retention on Direct Hire and ACL
• Responsible for the co-ordination of all Aspen compliance updates to suppliers

COE Administration

• Co-ordinate all focus group calls, minute taking and dissemination of content material
• Maintain an accurate filing system for all training material, SOPs, policies, templates designed by the Group Talent Management team
• Responsible for the updating and maintaining interview guide library for local and international roles
• Maintain an accurate filing system for all job profiles local and international compiled by Group Talent Management team
• Co-ordinate locally and international meetings
• Ensure accurate records are maintained on ACL capture information of cross charge allocation to Bus for LinkedIn/Social Media Sites/ATS
• Ensure accurate records are maintained on ACL
• Assist with COE projects as directed by the Head of Group Talent Management 

Internal Bursaries

Administer the Internal Bursary Scheme by :

• Confirming budget for bursaries with Group Head: TM
• Prepare communications and application templates for BU’s;
• Receive and collate all bursary applications for executive review committee;
• Coordinate all correspondence, documentation, reports, presentations and spreadsheets for Review Committee to make decisions about all internal bursaries;
• Communicate to each BU HC and Learning lead who has been approved for internal bursaries and who has been Declined
• Receive all documentation required for audit purposes
• For all administrative elements up to and including the adjudication process, received and queries from the Business unit BU Learning and HC Leads and determine the appropriate response or course of action.

Group Development Programmes

• Responsible for the administration of vendor related matters for the  Leadership Development Programmes;, for example,  following up of payment, following up and storage of SLAs, ensuring SLAs are put on ACL.
• Consolidate all BU nominations and manage all queries as needed
• Monitoring and tracking of Group Leadership Development Programmes;
• Maintenance of database and work closely with BU’s to ensure all required documents and agreements are completed accurately, collated and filed for audit purposes
• Ensure that the budget for programmes is trackes and alert team members of any issues
• Prepare communications and application related templates for BU’s;

Group Talent management

• Responsible for the vendor management for INSPIRE programme
• Consolidate all programme elements and track budget
• Liasie with all vendors for related winner gifts etc
• Assist with the winners announcement and gala dinner event
• Provide support during the Gala event on all administrative and logistic elements

 Finance

• Process invoices for all Group Talent Management areas
• Validate, and capture invoices for payment and approval
• Responsible for resolving all payment related queries from suppliers
• Ensure that statements from suppliers are current at 30 days payment
• Update and maintaininvoice tracker and alert team members of any issues

 Projects

• Responsible for administrative activities of all Group TM functional projects i.e. co-ordination, collection and collation of data
• Assist with putting together TM related presentations

Responsible for Group Talent Management Special Projects in terms of:

• Manage all related administration
• Break projects into doable tasks and set timeframes and goals and ensure tracking thereof
• Create and update workflows
• Assist with preparation and provide documentation to internal teams and key stakeholders

Admin

• Assist with the planning and co-ordination of initiatives eg. Wellness Days; Stress Workshop etc. for South Africa
• Responsible for Group Talent Management travel bookings
• Responsible for the filing of  quotations/pro-forma invoices, copies of certificates, SLAs, etc.;

Customer Service

• Ensure all queries are followed up and resolved in the shortest possible timeframe within policy and framework
• Internal and external customers are constantly updated as to the progress of their queries

Requirements

JOB REQUIREMENTS

EDUCATIONAL QUALIFICATIONS & EXPERIENCE

• Matric/ Grade 12
• HR Degree or equivalent
• 2 to 4 years in a generalist HR or Talent Management role
• Recruitment administration experience in a recruitment agency or in-house recruitment environment an advantage 

SPECIFIC EXPERIENCE, KNOWLEDGE AND REGISTRATIONS 

• Recruitment processes and best practice
• Knowledge of HR industry
• Talent Management processes and best practices
• Project Management

WORK-SPECIFIC SKILLS & EXPOSURE

• Recruiting & sourcing skills
• Recruitment administration
• Learning Administration 

SKILLS AND ATTRIBUTES

• Advanced MS Word, MS Excel, MS PowerPoint, MS Outlook & Internet
• Database & information management skills
• Ability to communicate effectively & professionally (written and verbal) is essential
• Customer champion: Excellent relationship building internally and externally
• Exceptional attention to detail and analytical skills
• Project administration and ability to multi-task essential
• Must be a self-starter and work with a sense of urgency
• Able to work in a pressurized, deadline driven environme
• Present a positive and professional image of the group talent management
• Integrity and must be able to maintain confidentiality
• Recruiting & sourcing skills 
• A professional attitude is displayed when responding to a customer’s needs Methods for improving customer services are proposed, developed and continuously updated 

ASPEN COMPETENCIES 

Business

• Performance Driven
• Accountability/ Ownership

People

• Communicate Effectively
• Deals with Ambiguity/ Embraces Change

Self

• Continuously Grows and Develops
• Contributes Special Expertise

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Description

• Manage and support production processes and outputs.
• Long term production and shift planning
• Problem identification and solution engineering
• Manage and guide production staff through team leaders.
• Performance management of direct reports, monitoring of performance management within department

Requirements

Planning and Unit Management

• Provide technical and operational input into processes, procedures and policies
• Coordinate the communication, management, and implementation of strategic plans and monitor implementation
• Build and maintain relationships with internal and external stakeholders
• Develop, implement, and monitor Focus Factory operating budgets
• Ensure availability and optimal allocation of resources within unit
• Perform HR functions for optimal management of unit
• Empower subordinates through training, information sharing, coaching, feedback, appraisals, and delegation, to ensure the development of people, teams, and organisational capabilities
• Attend production, quality and safety meetings

Production Planning and Process Management

• Ensure operational excellence with regards to safety, quality, and productivity of the Focus Factory, and its ability to deliver high levels of service to internal and external customers
• Manage people, materials, equipment, business and manufacturing processes to deliver Factory performance objectives, as measured by factory KPI's
• Ensure compliance with policies/procedures for shift rotation, vacation scheduling, and training to meet business needs including peak production periods
• Manage the development and implementation of daily production schedule to ensure high levels of OTIF to internal and external customers
• Ensure effective implementation of new technology and products
• Implement TPM and other continuous improvement programs
• Develop and implement CAPEX budgets
• Ensure integrity of business processes related to finished goods inventory replenishment, and new product introductions

Governance, Risk & Compliance

• Ensure adherence and compliance to regulatory requirements
• Ensure that appropriate validations are completed as per validation requirements and schedule
• Initiate and set targets, and review GMP, quality and training needs 

Skills required 

Background/experience

• Minimum of bachelor’s degree preferred, ideally in Pharmacy/ Engineering/ Chemistry with 10 years’ related experience
• Pharmaceutical manufacturing experience
• Project Management experience 

Specific job skills

• Strong working knowledge of pharmaceutical manufacturing
• Problem solving and solution engineering.
• Pharmaceutical standards and compliance requirements
• Coaching, leadership, and mentoring
• Ability to interpret and implement policies, processes, and objectives.

Competencies

• Offering Insights
• Making Decisions
• Managing Performance
• Customer Awareness
• Developing Others

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Overview

• To plan and organize the HC processes and resources in order to provide human capital to the business.
• To facilitate talent acquisition, performance management, development, retention, engagement and separation processes in collaboration with relevant stakeholders and in line with business goals and objectives.

Responsibilities

Talent Acquisition

• Drive and support recruitment activities within EE targets, business objectives, budget, and SOP for area of responsibility

Performance & Talent management

   •    Educate and coach line managers on performance tools

• Ensure KPA’s and KPI’s are in place for all employees
• Ensure bi-annual performance discussions/ reviews are completed as per Performance Management Plan
• Manage and facilitate appropriate actions to address poor performance
• Manage and facilitate appropriate actions to address absenteeism
• Collaborate with business to identify critical skills and current skills pool; and develop and implement plans to address current and future talent and development needs
• Execute the succession and retention plans

Employee Relations

• Advise and coordinate disciplinary inquiries and corrective actions
• Advise and coordinate the grievance process; oversee the appeals process
• Ensure consistent application of Disciplinary Code of Conduct
• Facilitate effective relationships with shop stewards and line management

Employee Engagement & Retention Management

• Communicate and educate line managers on HC policies and processes
• Support, guide and advise line managers on HC related matters
• Facilitate employee off boarding to ensure minimal disruption to operations
• Ensure effective implementation of reward and recognition initiatives
• Facilitate employee engagement initiative

Planning and Processes

• Responsible to manage and oversee audit requests from internal and external service providers in area of responsibility

Reporting

• Provide information for reports on weekly/monthly basis
• Compile standardised reports for area of responsibility
• Coordinate the gathering of information required for reporting from line management
• Monitor and control data integrity in all databases in area of responsibility.
• Retrieve supporting documentation and records to facilitate and support query resolution
• Maintain Organograms and job profiles on HR systems

Requirements

Background/experience

• 6 years’ HR generalist experience in manufacturing and unionized environment
• Sound knowledge and experience of the application of the relevant Acts and regulations (LRA, BCEA, Skills Development, Employment Equity Act)
• Minimum intermediate level skills in Microsoft Word, Excel, PowerPoint and Outlook.
• Minimum of a Bachelor's Degree/ Diploma in HR or similar

Specific job skills

• Advanced knowledge/ understanding and experience in application of relevant legislation/ regulations
• Advisory skills
• Good coaching, facilitation and presentation skills
• Ability to interpret and implement policies, processes and objectives

Competencies

• Information Gathering
• Taking Action
• Planning and Organising
• Offering Insights
• Organisational Citizenship

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Overview

•  Responsible for the recruitment of manpower and on boarding of new employees

Responsibilities

Recruiting

•  Secure accurate profile, grade and level of vacancy informing the recruitment process
•  Manage recruitment service providers to meet the Service Level Agreement
•  Conduct external and internal recruitment in line with approved procedures, legislation, and customary practices (with a turnaround of 60 days) from initiation to appointment and on boarding
•  Determine, in collaboration with management and specialist service providers, the assessments required, related to a job, document decision, and implement during the recruitment process
•  Conduct exit interviews and report on trends
•  Prepare/ coordinate the employment package offering and present to selected candidates/ management
•  Coordinate relocation assistance where required and take responsibility for inclusion in employment contract

Planning & processes

•  Plan daily, weekly, and monthly activities, and determine prioritization of own objectives
•  Make decisions within defined policies, procedures and processes related to recruitment
•  Prepare “cost of recruitment” for future budget input

Asset/ Resource management

•  Determine resource needs within own area of responsibility
•  Request and utilise assets and resources for the fulfilment of work duties

Technical/ Functional expertise

•  Stay up to date on developments, trends, legislation and industry regulations within area recruitment
•  Regularly contribute useful ideas for own work area/ team within defined parameters

Reporting & record keeping

•  Collate and analyse statistical data associated with recruitment and turnover in support of business process improvements
•  Complete and consolidate standard documents
•  File, archive and retrieve documents in hard and soft copy filing system
•  Update records and systems, meeting legal and procedural requirements
•  Retrieve supporting documentation and records to facilitate and support query

Requirements

Background/experience

•  2 - 3 years’ experience in the recruitment/ human resources environment
•  Bachelor’s Degree/ National Diploma in Human Resources or similar

Specific job skills

•  Ability to understand different compensation packages for comparative purposes
•  Interviewing skills
•  Understanding different types and uses of assessments

Competencies

•  Information Gathering
•  Taking Action
•  Maintaining Accuracy
•  Organisational Citizenship

Accountability & Decision Rights

•  Work on basic/ routine assignments of limited scope and complexity while learning more advanced techniques
•  Learn and implement policies, procedures, quality and compliance standards and regulations

Independent decisions relating to:

• Own work approach/ priorities within documented professional guidelines and compliance requirements