Project Specialist - HEVA

• Work closely with Senior director (EBM strategic planning and operations), business partners, therapy areas lead, eBuy manager, external vendors, and finance colleagues to support coordination and management of various activities

• Work with TA Leads to conduct monthly/bimonthly/quarterly budget reviews and ensure full oversight; identify US budget needs; coordinate with cross-functional teams to operationalise strategic plan, brand plan and prioritization; identify areas of support needed; develop and maintain TA project tracker; to track and update on monthly worksheet issues flagged

• Work with business partners to perform monthly review of budget plans and actuals; complete North America (NA) intake form and update budget tracker with SOW details, shift funds on tracker to align with finance; provide updates on pending contracts, identify any challenges and follow-up on invoicing issues; follow-up on cross charges by end of November to make sure they hit the books; coordinate and assist to set-up Ad-board meetings

• Coordinate with ITA team for organising external meetings and activities such as GRFs, FMVs, tiering, honoraria tables and cost-sheet etcCoordinate with finance colleagues to communicate any discrepancies between finance trackers and BPs budget tracker, cost centre mistakes and for any amendments as needed

• Work with vendors on contract support to onboard vendors; ensure final approved SOW is processed via NA Intake form, follow-up on contract and PO, forward PO to vendor; support with contract renewals or amendments; follow-up on PV training; monitor invoices to be processed; schedule meetings and prepare meeting minutes

Responsible for project management support to the scientific writer and HEVA ensuring the end-to-end effective project delivery of the designated publication/medical education and HEVA deliverable across all phases

Initiate submission (as required), amend submission based on comments (as required). Support the writer with the development of a scope of work; build plan and schedule for agreement with the internal stakeholders

Arrange key internal and external stakeholder meetings. Track the delivery of activities (including managing issues and risks) and support follow up

Support tracking GD requests and ensuring they are executed on time

Support in and maintaining and tracking editorial and QC request for publications and other deliverables. Also make sure stipulated timelines are met

Support required submission, compliance, and approval activities, and ensure compliance with publication processes and use of publication management tools

Support the management of the assigned publication or medical education in line with the agreed budget. Support and manage as required external spend tracking (eg, approvals, purchase orders, and goods received)

Support HEVA team in fetching articles from Rightfind or relevant scientific databases

Support HEVA team members in sourcing full texts of paid articles from other sources and managing their procurement processes as per the standard guidelines

Support HEVA team in downloading and categorisation of booklets and information, respectively, from various congress websites as per the eligibility criteria

Support adherence to associated compliance related activities and approvals (with internal stakeholder taking accountability for compliance)

Update as required with approval/compliance tools (eg, PromoMats, NAYA)

Manage end to end process through Datavision, Matrix, RightFind, Ebuy, PrismAccess, etc

Collaborate effectively with stakeholders: Scientific communication global and/or local teams/HEVA teams; and medical content enhancement teams

People: (1) Maintain effective relationship with the end stakeholders (medical scientific community) within the allocated GBU and product - with an end objective to develop education and communication content as per requirement; (2) Actively lead and develop SGH operations associates; (3) Ensure new technologies are leveraged; (4) Support vendor engagements, advisory boards scientific events activities & external expert contracts; (5) Initiate the contracting process and related documents within defined timelines; and (6) Collaborate with global stakeholders for project planning and setting up the timelines and maintaining budget

Performance: 1) Coordinate all contracting and budgeting tasks diligently (2) Work with HEVA TA Leads to conduct monthly/bimonthly/quarterly budget reviews and ensure full oversight (3) Work with business partners to perform monthly review of budget plans and actuals (4) Coordinate with ITA team for organising external meetings and activities (5) Coordinate with finance colleagues to communicate all discrepancies (6) Ensure publication/medical education materials (slide decks, abstracts, posters, manuscripts, newsletters, pub alert, etc) are delivered, stored as per agreed timelines and quality; (7) Develop tools, technology, and process to constantly improve quality and productivity; (8) Support SGH HEVA team in timely review and audit of all DataVision entries; (9) Support SGH HEVA team in all operations related projects; (10) Perform quality check for HEVA documents; (11) Maintain HEVA Smartsheet/projects trackers as needed and make sure all entries are up to date for all projects and; (12) Support global HEVA team to maintain trackers and facilitate retrieval of required information for business reviews as needed (13)Work with vendors on contract support to onboard vendors

Process: (1) Support delivery of projects in terms of resourcing, coordination, quality, timeliness, efficiency, and high technical standards for deliveries made by the medical writing group, including scientific documents and clinical/medical reports; (2) Contribute to overall quality enhancement by ensuring high scientific standards for the output produced by the medical writing group; and (3) Secure adherence to compliance procedures and internal/operational risk controls in accordance with any and all applicable regulatory standards

Stakeholder: Work closely with scientific communication/medical content enhancement/HEVA teams/finance teams and external vendors to ensure the end-to-end effective project delivery of the designated publication/medical education deliverables

Experience : Medical communication/pharma experience desirable. Project management experience required. 3-5 years post qualification experience. Project management/medical communication/pharma experience desirable.

Soft skills : Stakeholder management; writing/communication skills; external engagement and ability to work independently and within a team environment

Technical skills : Contracting, budgeting, vendor management, including but not limited publication ops support; and/or project management

Education : Advanced degree in life sciences / commerce / engineering / pharmacy / similar discipline

Languages : Excellent knowledge of English language (spoken and written)