Tuesday, July 31, 2018

MSD South Africa Vacancies, Oncology Administrative Assistant

Oncology Administrative Assistant Job-ADM009632

MSD is a global health care leader with a diversified portfolio of prescription medicines, vaccines and animal health products. The difference between potential and achievement lies in the spark that fuels innovation and inventiveness; this is the space where MSD has codified its 125-year legacy. MSD’s success is backed by ethical integrity, forward momentum, and an inspiring mission to achieve new milestones in global healthcare.

MSD’s Oncology division is dedicated to delivering breakthrough innovations that extend and improve the lives of cancer patients worldwide. Our team of dauntless, forward-thinking individuals achieves this through an unwavering commitment to supporting accessibility to medicine, providing new therapeutic procedures, and collaborating with governments and payers to ensure that people who need medicines have access to them. At MSD, our focus is on innovation and launch execution excellence; we translate breakthrough science into innovative medicines that help people with cancer across the globe.

Summary of Position:
The role will provide administrative support to ensure efficient operation of the Oncology and Market Access divisions. Provides support to the relevant directors, managers and sales representatives by performing various tasks related to the company requirements, ensuring adherence to the policies in place. 

General Administration Responsibilities

•    Follow the process for generating Purchase Orders on ARIBA for vendors (promotional material, events, etc.), communicating with vendors and securing Tax Invoices for services rendered.   
•    On boarding for all new employees
    o    Liaising
            with Security to arrange access cards
            with IT to facilitate preparation of relevant computer hard- and software.
            with IT to arrange access to the relevant network drives
            with Finance to facilitate applications for appropriate company credit and fuel cards.
    o    Order office supplies such as stationery, name badges, business cards, etc.
•    Maintain the internal distribution lists for the teams
•    Prepare and print conference material and training material for National Sales Conference
•    General administrative duties such as printing presentations, collating material to and from representatives/medical advisors, binding, laminating, etc.
•    Arrange meetings as required, including booking venues, catering, and taking of minutes if necessary
•    Develop and maintain a filing system for the teams both electronically and with hard copies if necessary
•    Assist with creating Power Point presentations for meetings
•    Generate all PMR (Promotional Material Request) for distribution to the Oncology reps.
•    Liaise with stores regarding the stock count and provide an update to BCM on promotional material close to expiry.
•    Maintain the Promotional Spend tracker to keep track of costs related to budget numbers (Oncology)
•    Set up weekly/monthly WebEx meetings with the teams.
•    Support the arranging of external meetings as required
•    Provide Sales admin support to the Oncology representatives
•    Assist with the coordination and organizing of the National Cycle meetings (Oncology)
•    Provide general support to visitors
•    Develop and maintain a filing system to ensure compliance with medical record keeping requirements.
•    Act as the point of contact for internal and external clients

•    Obtain quotations from IT and raise CAPEX for new employee equipment – mainly computers, telephones, i-pads, etc. (Once the HTR information is received from manager)

Financial responsibilities include the following:

•    Confirm receipt of goods and then GRV Orders.
•    Liaise with vendors to ensure that they submit correct paperwork for invoicing to facilitate efficient processing
•    Facilitate invoice submission to relevant person and follow up on payments.
•    Liaise with Finance to ensure that credit notes are actioned and paid into the right accounts (when and where relevant)
•    Forward the Proof of Payments to vendors
•    Check and confirm budget allocations
•    Follow up with Finance regarding budget queries as a result of incorrect allocations
•    Submit and reconcile expense reports on Expenseflo with the relevant and supporting documentation.

•    List new employees and relevant HCPs on TravelIT
    o    Request all the relevant documentation to do this i.e. (ID documents, Passports, Medpages information, Practice numbers, dietary requirements and loyalty numbers)
•    Facilitate efficient and timeous generation of quotes for travel to ensure cost efficiency
•    Arrange flights, accommodation, car hire,  transfers and visas, forex as well as registration for events as necessary 

Ensure that only compliant vendors are added to the system by:

•    Ensuring valid business rationale for adding vendor is in place
    o    Forward the Vendor application with all the relevant requirements to the vendor
    o    Bank Confirmation letter, BBEE documentation, tax documentation etc. 

•    Perform the necessary checks prior to listing
    o    Requirements for special agreements or contracts
    o    Type of agreement:
            Supplier agreement, distribution agreement, confidentiality agreement,or 3rd party agreement
•    Hiperios check for affiliation with organisations, government, under debt counselling, etc.

•    Obtain approval from Global regarding the payment terms they vary from the prescribed payment terms once the above has been finalized,.

Medical Administration Coordinator

Perform all tasks related to generating compliant events in the EventFlo system:

•    FCPA should be done for all (valid for one year)
•    DDQ to be done for all doctors (level 2 & 3) for overseas trips and level 2 for local trips. 
    o    This should be done for sponsorships as well.
•    DPSS (fuzzy search) to be done for all sponsorships (organization and members)
•    ABC done for invitees (when required) Level 3 doctors as well as Level 2 for overseas events
•    Medpages, DDQ, DPSS and PCPA to be submitted for ABC approval.
•    Confirm that the venue selected on the event is on the Company’s approved Vendor list
•    Provide and confirm quotes for the delegates (Airfare, accommodation) unless it is a country to country event.
•    Contracts Pre and Post event signed by all parties
•    Invitations and agenda with the relevant rationale for the meeting should be attached
•    Confirm and select the correct approvers based on the type of event and cost of event.
•    Ensure that the honoraria invoices are submitted post event (with the approved function sheet and attendance register)
•    Proof of meeting attendance (post event)
•    Ensure that the meeting is closed with all the relevant supporting documentation and proof of attendance as well as the benefits of the sponsorship documented to MSD.

•    Min Matric
•    Proficiency in the MS Office suite
•    Ability to prioritize
•    Attention to detail and ability to work under pressure
•    Good verbal and written communication skills
•    Ability to work with reports and to perform simple analytics
•    Above average organization skills and a process driven orientation
•    Planning and the ability to meet deadlines, supported by excellent time management skills
•    Thorough knowledge and understanding of policies and procedures within the pharmaceutical Commercial and Medical Affairs environment.
•    Ability to work independently with a solution orientated outlook
•    Good judgement and discretion.

Your role at MSD is integral to helping the world meet new breakthroughs that affect generations to come, and we’re counting on your skills and inventiveness to help make meaningful contributions to global medical advancement. At MSD, we’re inventing for life.

Job: Administrative Svcs Generic
Primary Location: EMEA-South Africa-Gauteng-Johannesburg
Employee Status: Regular
Travel: Yes, 10 % of the Time
Number of Openings: 1
Company Trade Name:MSD


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