Salary: up to $2800 + 1m completion bonus
Duration: 1 year contract
Working Days & Hours: Mon-Fri Office Hours
Location: Pasir Panjang
Job Description:
- General Administrative Support
- * Provide a full range of administrative and secretarial support to the Biopharmaceutical Group Regulatory Affairs Department in Singapore so as to ensure smooth operation of the team.
- Coordination of Meetings/Conferences/Trainings
- * Arrange and coordinate meeting/conference/training activities to ensure information on venue, time and people is communicated in advance.
- * Coordinate with organizers on their meeting/training requirements and ensure the necessary room reservations and banquet arrangements.
- * Prepare and distribute meeting minutes when required.
- Travel
- * When requested, assist the HRA West ASEAN, local RA team, and overseas colleagues (where required) to liaise with the travel agency or manage global booking system (e.g. PT&E) to arrange air tickets, visa application (CIBT), itinerary and book accommodation.
- Correspondence
- * Assist in preparation of departmental communication letters and report preparation and coordination.
- * Sort and timely distribution of incoming mail/documents.
- * Ensure all outgoing mail is promptly attended by mail or courier.
- Upkeep of Files and Documents
- * Update and maintain departmental files and records.
- * Coordination and transfer of long storage/in-active documents to appointed long storage company.
- * Update and maintain departmental share points and websites.
- Upkeep department Office
- * Ensure adequate operation and coordinate maintenance of shared machinery i.e. printers, phones.
- * Ensure adequate supplies of stationery are available at all times.
- * Co-ordinate office and area maintenance (lighting, handyman, IT issues, phones). Purchase Requisition and Payment
- * Assist Departments in creating or raise purchase orders electronically for goods and services in Ariba.
- * Generate quotations and purchase orders.
- * Ensure the payment of all invoices in a timely manner.
- Monthly Expense Reports
- * Fast and accurate verification of nominated expense claims ensuring timely submission for approval.
- * Preparation of expense claims for nominated staff members.
- Staff onboarding and administrative support
- * Prepare office or work area for new personnel.
- * Coordinate induction programs when required.
- * Train new personnel in correct use of office equipment.
- * Preparation and maintenance of in-country organization charts,
- * Maintenance of departments members JD and CV.
- * Departmental representative for relevant event committees.
- Budget
- * Support in preparation, tracking and reconciliation of budget (where applicable).
- Regulatory Support
- * Submission and tracking of ancillaries request for countries via CST to support in-country submission.
- * Policy: Supporting managers to coordinate and prepare relevant documents.
- * Preparation, coordination and maintenance of compliance reports for relevant processes and systems.
- * Compassionate Use and Named Patient Basis Supply • Local CMCD version update coordination
- * Support Inspection Management
- * Assist in Product defect reporting preparation
- * Assist in preparing and coordinating Dear Healthcare Professional Letters (DHCPL)
- * Assist in Redressing specification document preparation and ordering of redressing material, where required
- * Liaise with distributor on product destruction, where required.
- * Review signed order against Controlled Drug (CD) checklist
- * Perform reconciliation of CD documentation periodically
- * Assist with mailing of CD signed order to distributor
- * Assist in ad-hoc regulatory affairs submission as necessary
Job Requirements: Min Diploma in Secretarial/Business or similar w min 1-2 yrs of relevant secretarial/admin experience, preferably in pharmaceutical/medical device/life sciences industry
Interested candidates, please submit your resume to: [email protected]
Ally Audrey Lok Xin Woon
Recruit Express Pte Ltd (Healthcare & Lifescience)
Company EA Licence number : 99C4599
Personnel EA License: R21102307
