Latest Jobs at Aspen Pharma Group

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

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OBJECTIVE OF ROLE 

• The Procurement Administrator is responsible for identifying and procuring the goods and services that the organization requires from preferred vendors as well as ensuring adherence to procurement, finance policies and procedures in relation to creating purchase orders.

KEY RESPONSIBILITIES

Converting Purchase Requisitions into Purchase Orders

• Converting purchase requisitions into purchase orders within 24 hours where all necessary documentations are attached and all fields are completed correctly. Follow up on approvals according to the approval’s framework.

Receipting Purchase Orders

• Contact internal customers and suppliers to follow up on invoices and proof of delivery on open purchase orders. Once an invoice and proof of delivery is received, the purchase order is receipted.

RFQ- Request for Quote

• Requesting quotes from preferred vendors and awarding received quote based on best price, quality, and delivery terms, on behalf of the business.

Customer Service and Query Resolution

• Respond promptly to emails and have a resolution within 24 hours. Relationship management with internal and external stakeholders.

Monitoring

• Monitor and provide feedback to Senior Procurement Administrator on the requisition report, Approvals and rejected order report.

Requirements
EDUCATIONAL REQUIREMENTS

• Matric
• Degree or diploma qualification an advantage

KNOWLEDGE & EXPERIENCE REQUIREMENTS

• A minimum of 1 years’ experience in a “procure to pay” environment
• Administration experience
• Experience in the pharmaceutical / FMCG industry is preferred

SOFT SKILLS AND COMPETENCY REQUIREMENTS

• Initiative
• Detail orientated
• Multi-tasking
• Results oriented
• Planning and organizational skills
• Proactive
• Responsibility & Accountability
• Flexibility and tolerance for ambiguity
• Capacity for and resistance to stress
• Perseverance, tenacity and resilience
• Good communications skills (written and verbal)
• Active listening skills
• Curiosity / learning agility
• Ethical work ethic
• Information seeking
• Problem-solving and good judgment
   

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JOB PURPOSE

• To take responsibility for and ensure efficient and effective secretarial, administrative and paralegal support to the allocated lawyers in the legal team (“Legal Team”) for maximum output in the delivery of quality business aligned legal services by the Legal Team, including facilitating and acting as an intermediary between the Legal Team and internal / external stakeholders including law firms. To undertake substantive legal work including preparation of first drafts and first legal review of standard agreements for the Legal Counsel, documenting and taking responsibility for workflow of legal matters generally through the electronic Legal practice management system (“FMS”). To take responsibility for and manage allocated matters from inception to resolution under supervision from the Legal Counsel. Preparing and managing efficient and accurate reporting.

KEY PERFORMANCE AREAS

Core Legal Work 

• Specialised Aspen and Business Unit (“BU”) aligned general legal work in the Legal Team under guidance of the responsible Aspen Lawyer.

Paralegal Expertise

• Efficient and accurate paralegal expertise including drafting, first comments, file management, project and matter co-ordination, management of deliverables and reporting. 

Legal Management Administration

• Efficient and accurate Legal practice management, electronic file creation and management, electronic document retention, contract management via the electronic Aspen Contract Library (ACL), electronic reporting and certain general administration including processing invoices.

Cross-Swimlane Projects

• Meaningfully contribute and deliver ancillary legal work in Group Legal cross – swim lane projects, as allocated by the Group Executive: Legal.

BU Allocated Responsibility

• Group Legal BU Allocated Responsibility, including: 
• Template creation, improvement and management.
• From time-to-time BU administration allocated by the Group Executive: Legal.

Group Legal BU KPI

• Meet (or exceed) and manage Group Legal BU KPI.

Aspen Values & personal Insights 

• Adopt and comply with the ways of working within the Aspen Group Legal BU, including specifically the Aspen Values and honest application of personal Insights® Profile (or similar from an Aspen Group service provider) to enhance interpersonal effectiveness.

Requirements
EDUCATION:

• Matric / Grade 12 and recognised professional paralegal qualification, or university degree or sound progress towards a university degree, which is preferable

CERTIFICATIONS/REGISTRATIONS:

• Registration with appropriate qualification body

OVERALL EXPERIENCE:

• 5 years demonstrated experience in performing a senior legal secretary and or paralegal function, some of which has ideally been at an in-house legal department

SPECIFIC EXPERIENCE, KNOWLEDGE AND REGISTRATIONS:

• Exposure to working with long, complex legal agreements essential
• Familiarity with legal terminology essential
• Relevant experience in a legal practice or corporate environment essential
• General commercial understanding and exposure
• Advanced legal sense; systems; pharma product knowledge and industry understanding an advantage

WORK-SPECIFIC SKILLS & EXPOSURE:

• Essential to have expertise in Microsoft Office, particularly advanced MS Word such as automatic numbering & cross-referencing (including table of contents and bookmarking), track changes, comments in different formats, document security & protection, comparisons and combinations, etc; digital signatures, advanced Excel such as formatting, headings, filters, linking between sheets and workbooks, conversions, etc; and advanced Powerpoint
• Database establishment and management, including transaction virtual data rooms (“VDRs”)
• Project management / co-ordination of deliverables and trackers

SKILLS AND ATTRIBUTES:

• An above average natural affinity to accuracy of work
• Advanced PC literacy on all MS Word applications (including Windows, PowerPoint, Outlook and Excel)
• Ability to decide, action and assess priorities and when to execute
• Minimum typing speed of 75 wpm
• Verbal and written proficiency in the English language
• Methodical implementation skills
• Administrative and organizational skills
• Electronic database establishment and management
• Positive, diligent and hard worker
• Ability to prioritise and co-ordinate work
• Flexible, outcomes-based, self-motivated and proactive
• Project management / co-ordination / monitoring of deliverables and trackers
• Ability to accurately monitor and manage spend against a financial budget 

COMPETENCIES: 

• Ability to plan & organise independently and deliver, including securing input and guiding others
• Initiating action, follow up and time management
• Stakeholder focus and outcomes-based approach
• Quality orientation
• Decision-making
• Stress tolerance and conflict resolution
• Problem-solving and analytical skills
• Service-orientated
• Extreme accuracy and attention to detail is a pre-requisite
• High level of integrity, ethical values and confidentiality

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OBJECTIVE OF ROLE

• To responsibly, pro-actively and efficiently service the legal requirements of business units within Aspen SA Commercial. To manage and minimise Aspen Pharmacare’s legal and compliance risk.

KEY RESPONSIBILITIES

Commercial Agreements

• Provide well- considered, practical, high quality & timeous legal advice to enable Aspen’s commercial goals whilst mitigating risk where possible, design and implement solutions to achieve legal cost saving and efficiency to the company
• Ensure accuracy in vetting, drafting and negotiating commercial agreements by:
• Identifying Aspen’s rights and obligations in terms of these agreements to ensure best outcome for Aspen
• Liaising with business partners and third parties to negotiate and resolve agreements
• Timeously collating and addressing comments from all business partners
• Manage execution process of agreements through to confirmation of filing in the Aspen’s contracts repository, subject to SOPs and ways of working agreed within the team
• Continually assess and improve templates

Social Media Marketing & Digital (including CPA, MCA, ECTA & POPIA)

• Provide well- considered, practical, high quality & timeous legal advice to enable Aspen’s sales & marketing whilst mitigating risk where possible, design and implement solutions to achieve legal cost saving and efficiency to the company
• Mitigate risk to the business whilst optimizing efficiencies and ensuring business objectives are achieved as required

Legal Opinions/Legal Solutions

• Research legal implications of relevant legislation and case law as require
• Provide opinions and recommendations on legislation/agreements/projects to business on request
• Comment on new and amended legislation and regulations
• Update relevant business areas with legislative amendments and recommend and oversee implementation of any necessary changes to policies/templates/training to empower and enable business partners on legal topics where possible

Projects/ImprovingEfficiencies

• Assist in implementing projects e.g. POPIA that will assist in ensuring business compliance with legislation, enhance business efficiencies, better enable business
• Improving, updating of policies / templates /processes
• Keep business informed of projects by updating at meetings, having training sessions, providing templates to gather info, processing info received, providing feedback to stakeholders
• Identifying gaps in policies, templates and/or processes
• Updating, drafting and implementing templates, processes to improve business efficiencies and ways of working to optimise output in terms of quality & cost saving 

Anti-trust / IP / Litigation Support

• Be aware of and understand the implications of these areas of the law
• Raise potential litigation/IP/anti-trust matters to the Legal Counsel, with analysis of the merits of the matter and suggested solutions
• Liaise and keep stakeholders informed were required
• Take initiative to stay informed of developments in these areas of the law

Legal Reporting & Meetings

• Take accountability to manage and track legal matters from end to end, including submission of reports to the Legal Counsel
• Submit weekly status reports to the Legal Counsel on current matters
• Log matters on iManage and keep iManage Tracker updated with matters

Learning & Development

• Develop knowledge of the pharma industry
• Continually develop knowledge of the pharma industry through on the job learning and attending workshops or other formal learning opportunities

Requirements
EDUCATIONAL REQUIREMENTS

• Matric / Grade 12
• Undergraduate Degree & Law Degree (LLB)

KNOWLEDGE & EXPERIENCE REQUIREMENTS

• Admitted Attorney
• 10 years working as an Attorney in a Law Firm and/or a corporate environment
• Additional Legal qualifications / courses are a bonus
• General commercial knowledge and experience
• Experience in independently drafting and vetting legal agreements is essential
• General business experience, and specialised pharmaceutical industry experience is a plus
• Exposure in drafting and negotiating local and international legal agreements
• Legislation and legal practice management
• Knowledge of policy and procedure
• General and specialist pharmaceutical industry knowledge or exposure
• Knowledge of business including a sound understanding of the Aspen Group structure and strategy
• Good corporate governance knowledge
• Transaction/deal life cycle steps and management

SOFT SKILLS AND COMPETENCY REQUIREMENTS

• Taking full personal responsibility for management from end to end and closure of allocated matters in the shortest possible time
• Organisational, time management and planning skills in light of fluid workload and portfolios
• Problem solving, logical, analytical thinker who is solutions and service oriented
• An ability to translate business problems into legal solutions
• Robust interpersonal skills including negotiation skills, listening skills and influence
• Excellent communication skills, written, verbal and non-verbal
• Conflict resolution
• Decision making skills and demonstrated ability to work at a level of independence and exercise of discretion in managing legal matters
• Ability to deal with uncertainty, seek detail, take initiative and be regularly adaptable
• Attention to detail
• Ability to manage support staff effectively
• Demonstrated ability to work in-consultation with relevant team and streams
• Positive 360-degree feedback from peers, external and internal business areas
• Team player with uncomplicated personality is essential

COMPUTER SKILLS REQUIRED 

• Advanced PC literacy on all MS Word applications (including Windows, PowerPoint, Outlook and Excel)
• Verbal and written proficiency in the English language
• High legal drafting skills 
• Administrative and organizational skills
• Electronic database management skills 

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OBJECTIVE OF ROLE

• The Procurement Manager will lead the procurement function with a focus developing and executing strategic sourcing initiatives, supplier relationship management, and transformation aligned with B-BBEE objectives. This role will oversee the Procurement Administrator and Procurement & Sourcing Supervisor functions, ensuring operational excellence, cost optimization, and compliance across all procurement activities.  This role is key to aligning procurement strategies with the company’s broader goals and ensuring sustainable, ethical sourcing across the business

KEY RESPONSIBILITIES

• Manage the Procurement & Sourcing Supervisor and Procurement Administrator function ensuring efficient execution of sourcing, purchase order creation, receipting, and reporting.
• Drive ownership, accountability innovation and efficient processes
• Attract, develop, and retain high quality team members.
• Lead the team as a role model who demonstrates Aspen’s values, inspires, motivates, and coaches team members to maximise the quality of their output
• Ensure KPA’s are set and approved for all staff in the procurement team
• Mid-year and year end reviews must be performed.
• Learning solutions are identified, proposed and implemented according to on-going personal and team development plans.
• Ensuring effective performance management

Strategic Procurement

• Develop and implement a short-term and long-term procurement strategy aligned with organizational goals, cost-saving targets, sustainability, and transformation objectives.
• Drive strategic sourcing across key spend categories using market intelligence and data analytics.
• Lead complex negotiations and manage supplier contracts, ensuring legal and regulatory compliance.
• Enhance processes where necessary to simplify and add efficiencies

Transformation & B-BBEE Compliance

• Champion supplier and enterprise development initiatives to enhance B-BBEE scorecard performance.
• Monitor and report on preferential procurement and supplier diversity metrics.
• Ensure supplier onboarding and master data maintenance aligns with transformation goals.

Supplier Relationship Management

• Build and maintain strategic partnerships with suppliers to drive innovation, performance, and risk mitigation.
• Oversee the supplier management evaluations of service levels with reference to the SLA’s
• Collaborate with internal stakeholders (i.e.  Finance, Legal, Operations, and Business Units) to align procurement needs / activities with broader organisational priorities / objectives.

Reporting

• Final Review Vendor Master Data Changes.
• Review of Monthly Procurement Report.
• Review pre-paid expense recon
• Develop and publish strategic procurement Dashboard
• Facilitate monthly and quarterly reporting to internal and external stakeholders.
• Manage timely conversion of requisitions to purchase orders and resolution of queries to support business continuity.
• Report on procurement performance metrics and savings achievements

Compliance

• Ensure compliance with internal procurement policies
• Responsible for audit processes and findings within the procurement process.

Requirements
EDUCATIONAL REQUIREMENTS

• Matric/Grade 12
• Bachelor’s degree in supply chain, Procurement, Business, Finance, or related field
• 5–8 years of progressive management experience, with at least 3 years in a strategic management role.

KNOWLEDGE & EXPERIENCE REQUIREMENTS

• Demonstrated experience in managing B-BBEE compliance and driving supplier/enterprise development programs.
• Proven track record of delivering savings, efficiency, transformation, and innovation through procurement strategies.
• Computer skills on SAP, Power Point and Excel
• A solid understanding of Sourcing
• Deep working knowledge of Procurement, Sales and Marketing Pharmaceutical Environment.
• Financial Acumen & Cost Optimization
• Power BI modelling preferred

SOFT SKILLS AND COMPETENCY REQUIREMENTS

• Planning and Organizing skills
• Time management skills
• Good interpersonal and communication skills (verbal & written)
• Numerical Acumen
• Analytical Skills
• Adaptable to change
• Highly motivated, energetic, self-starter, proactive
• Problem-solving and good judgment
• Ability to work under pressure
• Focused on attention to detail, high sense of urgency and deadline driven
• Responsibility & Accountability