Job Description
**PRIMARY FUNCTION AND INFLUENCE JOB HAS ON Pfizer:**Describe the primary purpose, objective and/or function of this job.
The Channel + H&V Administrative Assistant will primarily support the Channel + H&V Team on sales and pricing operations and is responsible for documentation, coordination and filing of administrative activities required by the Channel + H&V Team and management team members according to procedures set forth and compliant to Pfizer policies to include the following:
+ Sales Documents - Price Quotes, Certifications/Letters, SDAFs, Contracts, Business Cases
+ Bidding Documents - Bid Preparation, Tender Files and Bid Statistics
+ Travel Arrangements - flights and accommodation booking
+ Meetings and Conferences - scheduling and recording minutes
+ Team Reports, KPIs and Dashboard - Consolidate, Maintain and Update
+ Fleet and Other Procurement Needs
+ Pricing - tasks that may be assigned from time to time
+ Vendor management
Critical to the success in the role are the following:
+ Organizes documents and maintains an inventory of electronic and hard copy files allowing for easy access
+ Uses judgment to identify and resolve issues especially when of an urgent nature.
+ An appreciation of the need for accuracy and precision is necessary. Attention to detail is required, along with solid verbal and numerical skills.
+ Communicates and works in a team environment, working closely with other colleagues to coordinate workflow and completion of work within deadlines. Works with other Administrative Staff in sharing work and making sure that SI Team functions have administrative coverage during regular business hours and other times, as needed. Responsibilities may cross departmental lines and geography.
+ Efficiently manages travel arrangements ensuring compliance to policies, minimizing cost and alignment to budget, scheduling of transportation, hotel, accommodation, venue, etc, Processes expenses through PT&E. Maintains receipts and records.
+ Will be frequently exposed to information of a confidential and sensitive nature. Requires an ability to judge whether such information falls into this category, and the skills to manage this appropriately on a consistent basis.
+ Will need to arrange for substitute admin support when away from her/his desk. Requires proactive thinking and logistical capabilities as well as good judgment on what constitutes effective substitute support.
+ Coordinates meeting logistics including ensuring meeting rooms and catering are in place and coordinates meeting preparations. Proactively resolves meeting scheduling and meeting conflicts diplomatically
+ With High Integrity in handling confidential information.
**Essential Job Functions** **:** The incumbent must be able to perform all of the following duties and responsibilities w ith or without a reasonable accommodation.
1.
Processing of all sales related documents requests on a timely manner and coordination with Zuellig counterparts (Sales team, Order Processors, Bidding department)
2.
Preparation/ consolidation of all sales tools and reports. e.g. Dashboards in BOX folder; Monthly district demand forecast; Tender Monitoring and Win-Rates; Sales Forecasting Accuracy metrics
3.
Administratively supporting SI Team for all procurement needs; preparation of PO for monthly car leasing; insurance, etc.
4.
Bid preparation and submission. Pricing approval and decision support for war room. i.e. matrix review; bid price review
5.
Operational expense monitoring. Check monthly expenses under SI cost center.
If travel is required, include percent of travel here:
0
%
**Other Duties and Responsibilities** **:** The incumbent may perform all or some of the following duties:
1.
Involvement and work on special committees for sales events such as NasCon, Mid-Year POA and company events or department initiatives, example: teambuilding
2.
Support Channel+ H&V Director on administrative needs, meetings and projects
3.
Completes special projects as assigned, e.g. audit documentation and support
**EDUCATIONAL BACKGROUND**
**Required**
**Preferred**
Bachelor\'s Degree
X
Bachelor\'s Degree
X
Master\'s Degree
Master\'s Degree
Ph.D.
Ph.D.
Law (J.D.)
Law (J.D.)
Other (Describe)
Other (Describe)
**If a Degree is Required, Field(s) or Specialty** :
**YEARS OF EXPERIENCE**
**Minimum**
**Preferred**
**1**
**3**
**Experience or Knowledge Required in the DISCIPLINE OR FUNCTION:**
(e.g. advanced knowledge of electrical engineering theories and principles)
Proficiency in Microsoft Office Suite required: Has a high level understanding of Microsoft Office capabilities: PowerPoint, Excel, Word, and other features.
Administrative Functions - Secretarial / Executive Assistant
Customer Relations
Strong numeracy/analytical skills
Good communication skills
Certification, Registration or Licensure (Describe):
**NATURE OF SUPERVISION RECEIVED**
Describe the level of supervision required for these positions. For example, receives general direction daily, weekly or end results, etc .
Works closely and receives general direction regularly from Channel + H&V Director. Will regularly receive requests from Channel + H&V Manager and KAMs.
**NATURE OF SUPERVISON exercised**
Describe the level of supervision exercised for these positions. For example, establishes objectives, plans, organizes, and establishes work flow, Selects, trains and evaluates the performance of employees, etc.
Works with cross-functional teams and closely links with distributor, Zuellig Pharma on sales-related matters.
**IMPACT**
Describe the nature and magnitude of the impact of this job\'s decisions and/or actions on the **business unit** listed above. Cite impact in terms of sales volume, direct budget accountability, product marketing budget, capital expense, project scope, throughput, etc. where possible.
Data accuracy on bid prices and SDAF processing timelines of documents related to sales operations may have significant impact on sales and OPEX.
**WORKING CONDITIONS**
Describe the general environment in which the position works including hazardous conditions and physical activity requirements.
with office work station
**PHYSICAL CONDITIONS**
List any and all physical requirements needed for the position, if any (i.e., lifting requirements, etc.)
**The above description is meant to provide a summary of the nature and level of work being performed; it should not be construed as an exhaustive list of all responsibilities, duties and requirements of the job. Hospira reserves the right to modify the content formally or informally, either verbally or in writing, at any time without advance notice.** **Hospira will consider requests for workplace accommodations in accordance with its human resources policies and the ADA (and any state counterpart).**
**Additional Information: Please add anything that is special about this job that is not covered above: (dotted line reports vendor responsibilities etc.)**
**Familiarity with Key Account Management set up and administratively supporting a similar hospital business/pharmaceutical business is an advantage/.**
**SUBMITTED BY (MANAGER\'S NAME/TITLE):**
**Odette S. Soriano**
Channel + H&V Director
**DATE:**
**30 January 2019**
**REVIEWED BY (HRBP\'S NAME/TITLE):**
**DATE:**
Pfizer is an equal opportunity employer and complies with all applicable equal employment opportunity legislation in each jurisdiction in which it operates.
About Pfizer
Pfizer is a leading research-based biopharmaceutical company. We apply science and our global resources to deliver innovative therapies that extend and significantly improve lives. We make medicines and vaccines that help people when they are sick and prevent them from getting sick in the first place, as well as some of the world’s best-known consumer healthcare brands. Every day, our colleagues work in developed and emerging markets to treat, cure and eradicate life-threatening conditions and challenge some of the most feared diseases of our time. Pfizer also collaborates with healthcare providers, governments and local communities to support and expand access to reliable, affordable healthcare around the world. For more than 150 years, Pfizer has worked to make a difference for all who rely on us. To learn more, visit www.pfizer.com.
