Cluster Office Manager, CEE North Cluster

Lithuania · Full-time · Associate

About The Position

The CEE Cluster Office Manager - North Cluster (COM) is a key member of the CEE Cluster and represents the primarily internal point of coordination between the cluster affiliates and the CEE functions on one side and between affiliates and the external vendors on the other side.

The COM will closely work with the Cluster Head and the Country Managers to develop the internal administrative processes and ensure their smooth implementation.

The COM reports to the General Manager, Head of CEE Cluster.

The position is located in KAUNAS, Lithuania

Responsibilities

 

 Act as the point of contact between Head of CEE Cluster and team members

 Act as the point of contact between Medison CEE Cluster affiliates and the third-party vendors

·Support the office affiliates administration

Organize the registration of the relevant internal and external documents into the internal platforms to ensure the financial and compliance requirements

Check invoices received from suppliers to be properly prepared and to comply with the products/services offered by suppliers

Uploads and register the MER’s of CEE Cluster into Teams and SharePoint

Organizes the travel & accommodation of employees from CEE Cluster for business trips and archives all necessary documentation as per the approved SOPs

 IT support for purchasing the IT goods, preparing, and sending the goods, prepare the needed documents (written consent form, receiving the invoice for rebill from Accountancy, follow up with IT; provide IT dep support for other issues, wipe the laptops for those who left Medison; etc)

Maintains and where legally required to archive, monthly an overview of employee days of work, taken & remaining holidays, absences (including reasons), days off in-lieu and all business trips, and ensures a consistent record keeping across CEE Cluster

 Support in organizing all (e.g. medical or commercial) events at national and/ or international level for the affiliates within the CEE Cluster

Supports the Compliance and Finance teams to prepare correctly and during partner's audits and on ad-hock related tasks

Following the implementation of an ERP system – uploads and maintains the Purchase Orders (PO) process including collection of the related invoices and digital archiving procedures

Helps with the implementation and training of Medison's workflows and relevant policies

 Follow the implementation of the events according to the implementation plan agreed with the event owner to ensure that the agreed steps are followed

 Report regularly to the event owner the status of the actions for each event so that they have the details of their progress

 Uploads and archives all contracts and other relevant documentation into Teams and SharePoint

 Provide support for CEE Cluster affiliates to compliantly report the sponsorships to the local authorities as per the local legislation

  Provide support for CEE Cluster affiliates to follow the health & safety legislation

 Support the administration of the big affiliates (meal vouchers, office move, archiving, telekom, absence days, fleet management, couriers, etc)

Assist the hiring managers on boarding and departure of employees

Requirements

 English Fluency

 Bachelor’s degree (or higher)

 At least 3 years of in an administrative role, ideally with at least 1 year in the pharmaceutical industry

 Experienced in Microsoft Office, Microsoft Teams (or other related applications), open for digitalization and automatio

Highly motivated, organised, committed, curious, attention to detail, assertive, empathetic, results oriented, capable to adapt to change and capable to complete tasks that have been started, speak up culture, good communicator, influencer.

·       Able to communicate effectively with multiple cultures, understands how to operate remotely across multiple countries

  • Project management skills and good financial understanding.
  • Highly collaborative and team spirited
  • Patient centric
  • Strong communication skills, open style & pro-active