Job purpose & objectives:

Coordinate, streamline, and provide admin support to cross-functional business processes and tools.

Accountability:

• Ensure coordination, streamlining and execution of cross-functional business processes
• Manage, analyze and improve cross-functional systems and tools
• Provide admin support to Management (e.g. Legal / OEC / GM)

Key interfaces:

Internal:

Legal / OEC / GM

Finance/Accounting/Purchasing

BTS/DPL

Division Directors

Management assistants

Business Unit Managers, Brand Managers

All AbbVie personnel on an occasional basis

External:

Suppliers on an occasional basis

Tasks and responsibilities:

• Manage the affiliate contracts database and contacts with the supplier, and ensure contract templates are available for users
• Maintain inventory of Policies & Procedures in the affiliate Document Management System, and ensure timely review and updates in collaboration with the owners
• Maintain the affiliate Training Plan, assign trainings to relevant users as defined in the Training Plan, and track training completion on affiliate level
• Administrative execution of the affiliate Grants & Donations process: manage the online portal, monitor incoming requests, circulate for approval, communication with requestors, introduce requests for payment, follow-up on completion, and maintain archive of all documentation
• Manage the affiliate Master Approval Process tool (MAP Champion). Update user access and approval flows in the system, coordinate streamlining and enhancements of the system, provide training to affiliate users, communicate with Area MAP team
• Support updates to certain affiliate intranet pages
• Handle ‘ad hoc’ additional tasks on request of Management
• Manage back up system with colleague

Required skills and competencies

• Structure: shows strong organizational skills, planning and structure in the work (accuracy & efficiency)
• Adaptability: switches quickly from one task to another without losing efficiency, with the use of various internal tools (multiple tasks capability)
• Initiative: self-starter, sees easily opportunities and takes charge of those without being prompted.
• Proactive mindset, spontaneously generate new ideas, options or search to improve current activities and processes
• Innovation: explores alternative successful ways of working and tools (openness)
• Integrity: emphasizes the corporate values of integrity and trust, internally as well as externally
• Teamwork: offers to help colleagues achieve common goals; make sure all relevant information is shared within the affiliate. Team player with capability of working independently with respect of the procedures. Good communicator
• Autonomy: able to independently take the lead and coordinate projects
• Digital savviness: Use of digital communication or organization interfaces like WebEx, Jabber, OneNote, Outlook, Intranet,…
• Expertize in SAP, Office, Sharepoint
• Strong quality & compliance mindset
• Analytical skills
• Good general business sense; able to establish priorities
• Interpersonal skills
• Adaptable to commercial, regulated and international environment
• Flexibility on work demands, able to work under pressure (activities and time)
• Discrete

Education & Background

• Bachelor level

• Minimum 2 years of experience in administrative/compliance/business processes,

• Experience in a regulated environment

• Trilingual Dutch, French, English