Job Information
Takeda Pharmaceuticals Country Coordinator / Office Manager Lithuania in Vilnius, Lithuania
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Job Description
Activities and Responsibilities
Role purpose
The purpose of the Country Coordinator / Office Manager role is to ensure administrative and organizational support to the Country Organization as well as to provide administrative assistance to the Country Commercial Head and customer facing Team in Lithuania.
More specifically, the Country Coordinator / Office Manager will be assisting in various aspects of projects by working cross functionally, will contribute to the development of strong company culture in line with Takeda key value ensuring Takeda is an attractive place to work.
Accountabilities of Country Coordinator (70% FTE)
Daily organizational tasks providing administrative support to the Country Organization.
Coordination, organization and independent planning of internal and external meetings, separate tasks and projects within deadlines.
Handling of relevant documentation related to promotional and medical activities conduced in the country.
Owner of the end to end procurement processes ensuring timely completion of all steps (vendor management).
Provide support in coordination and consolidation of expense reporting, handling of purchase orders, invoices .
Serve as liaison with vendors on event-related matters and other business issues and secure alignment with internal standards and policies.
Administration of purchase orders and invoices management through relevant Takeda systems.
Provide support in local accounting activities (ARIBA) and communication with external accounting team.
Provide support in financial follow-up for commercial team, provide update on relevant issues at team meetings.
Key user in internal Takeda systems such as PromoMats, Veeva CMLR, Ariba, MDG, etc.
Create and keep a comprehensive and easy accessible filling system.
Ensure timely and accurate transparency reporting following adopted compliance standards.
Management of local SharePoint (accurate filing and storage of documents, commercial events calendar handling, etc.).
Take responsibility for ad hoc projects when requested.
Maintains efficient relationships with internal stakeholders Support of the cross functional team (Market Access, Medical, Regulatory and Finance).
Act as an ambassador of Takeda’s Country Organization vision and Takeda Values to achieve patient focus and patient centricity.
Key user of internal platforms, tools and processes to ensure compliance with Takeda’s approval processes.
Accountabilities of Office Manager (30% FTE)
Face and point of contact for external cooperation partner's on all topics related to the administration of office in Lithuania and related activities.
To liaise as needed with corporate facilities to ensure that current and future office needs and routine facility management issues are addressed.
Ordering and provision of stationery and office consumables.
Coordinate and arrange meetings / trainings / events as relevant for Takeda in Lithuania.
Support the onboarding / offboarding of the employees.
Maintain up to date contacts lists for employees.
Provide ad hoc support and undertake assigned projects with limited supervision.
Secure translation of written materials to local language.
Area covered: Lithuania
Requirements
Related experience in similar position, preferably in the pharmaceutical industry.
Experience in providing support to Management.
Proficient knowledge of English.
Occasional travel to events and site visits will be required.
Computer literacy, proficiency with Microsoft Office.
SAP knowledge will be considered an asset.
Project Management certification will be considered an asset.
Understanding of accounting will be considered as advantage.
Fluent Lithuanian (written and spoken) language.
Capabilities
Proven ability to think and work across functions and levels.
Self-motivation and achievement drive.
Business acumen.
Strong verbal and written communication skills.
Excellent time management and organizational skills.
Self-confidence, flexible and adaptive in fast moving environment.
Strong planning and project management skills.
Ensuring accountability and being result oriented.
Ability to develop strong professional relationship at all levels of interaction.
Good team player and customer oriented.
Ability to multitask.
Proactive and self driven
Good cultural understanding of Baltic countries
Complexity and problem solving
The Coordinator must be able to work independently and take decisions of relevance for the coordination and management of Takeda office in Lithuania, in line with internal and external requirements, with a good understanding of when to refer issued and decisions to manager of other relevant stakeholders.
Mindset
Positive, results driven, accountable, good manner of people / self. Collaborative with other members of Takeda team.
Locations
Vilnus, Lithuanuia
Worker Type
Employee
Worker Sub-Type
Regular
Time Type
Full time