
Operations Assistant
21 hours ago
We are looking for a Operations Assistant for our company operating in the healthcare sector, for which we are providing consultancy services.
Activities:
- Project planning and organizing including negotiations and budget maintenance:
- Identify, assemble and organize requirements for system approvals.
- Send RFQ (request for quotations) to the agencies for logistical requirements and venue selection, Ministry approvals, CME, among others.
- Collate marketing materials as needed.
Administrative support for all Marketing related events:
- Manage (initiate, submit) and maintain electronic systems approvals – Aktivo/ eHATs/ Comet, eBUY, Concur, Gate tool (security approval) 4M Promo-mats, NAYA related to events.
- Draft and send event invitation letters to HCPs and/or coordinate with OCE in case of virtual meetings.
- Draft contracts.
- Carry out the entire paperwork process for speakers who work for the public hospitals.
- PO creation, GRs (goods receipt) – assistance if needed by event owners.
- On-site activities (registration, document/insights collection) and oversee logistic support such as accommodation, flights, transfers, meals, and others.
- Coordinate with respective stakeholders for Ministry approvals.
- Recollect ministry documents for the events for which a ministry application has been done and provide feedback through the system.
- Coordinate with agency for CME approval submission.
- Attendee report submission for CME accreditation.
- Invoice follow-up from event owners for payment requests after the organization.
- Upload post-event documentation and closing (7 days after event) – collate documents, hand-in-hand with event owners.
- Quarterly event sampling – request from Digital support a download of quarterly events and share to Medical Excellence for validation. Support with documentation as required by Medical Excellence after validation.
Speaker contracts:
- Preparation of the speaker contract and completion of the signature process.
- Carry out the entire paperwork process for speakers who work for the public hospitals.
CMI support / Digital & data support:
- Operational support on other tools and digital systems including but not limited to websites, social platforms, etc.
- Use of internal Opella digital platforms, tools, and ticketing systems; Ticket creation, follow-up, resolution reporting.
- End-to-end leading global research projects tracker tool.
- Following up PO creation process with brand teams.
- Follow up on agency invoicing process.
Ad hoc support as requested by Brand & Innovation Head.
About Candidate:
- University Bachelor's Degree.
- 2 or 3 years experience.
- Good command of English.
- Proficiency in MS Office.
- Teamwork-oriented and open to research, learning, and innovation.
- Experience in the FMCG sector.
Mid-Senior level
Employment typeFull-time
Job functionManagement, Strategy/Planning, and Administrative
IndustriesRetail Health and Personal Care Products
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