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JOB INFORMATION
JOB SUMMARY
Summarize the primary purpose & key accountabilities of the job.
Reports to Head of North Asia Cluster / Head of Regulatory Sciences Hong Kong
Regulatory Coordinator role provides administrative, secretarial and coordination support to the GRS-IRSP North Asia Cluster (Hong Kong and other country offices)
JOB RESPONSIBILITIES
Indicate the primary responsibilities critical to the job.
Administrative and functional support
Provide administrative and secretarial support to the GRS IRSP North Asia Organization
Update, maintain and organize departmental files and records, physical and digital (e.g. Teams and sharepoints)
Support other documentation preparation as instructed
Coordinate induction program for new colleagues as required
Assist to support project/ process improvement
Finance-related support
Create purchase orders electronically for goods and services in Ariba and appropriately route for approval
Generate quotations and purchase orders
Ensure the payment of all invoices in a timely manner including request and submit e-payment
Hong Kong-specific support
Support operational tasks relating to change in implementation date, including internal coordination and preparation for Drug Office and Hospital Authority submissions
Enter regulatory fields in hospital quotations
Provide operational support to regulatory databases and systems including but not limited to: CST, SCC, ePALMS and PEARL
Monitor team dashboards and trackers for compliance and performance as instructed
Sort and distribute incoming mail/documents and manage outgoing mail (mail or courier)
Support to management
Prepare monthly reports and other communications (e.g. newsletter, yammer, etc.) for the cluster countries
Coordinate cluster meeting organization, administrative tasks and records
Coordinate the necessary events to achieve QMS07 (JD-CV-OC repository) compliance for GRS IRSP North Asia Cluster
QUALIFICATIONS / SKILLS
Indicate qualifications and skills that are necessary for performance of responsibilities including: education, relevant experience, licenses, certifications and other job-related technical and managerial skills.
Degree/Diploma in Business Administration, Secretarial studies or related discipline
At least 5 years of experience in administrative role
Academic and/or working experience in scientific environment will be an advantage
Fluent in English – written and spoken communication skills
Good interpersonal skill
Meticulous nature and proficient in data tracking and consolidation
Proven ability to consistently deliver to time, cost and quality standards
Effective user of MS Teams, Word, Excel, Powerpoint and knowledge of other office applications.
Other digital skills will be an advantage
ORGANIZATIONAL RELATIONSHIPS
Provide the primary groups or key role(s) that this role will have interaction with as a regular part of the Job responsibilities. Include any external interactions as appropriate.
Internal Interactions :
GPD Support Team, GRS IRSP Asia team, Hong Kong local partnerlines
External Interactions :
External consultants/vendors
RESOURCES MANAGED
Summary of resources managed.
Not applicable
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Full-time,Permanent
