Business Support Associate

at  Jazz Pharmaceuticals

IF YOU ARE A CURRENT JAZZ EMPLOYEE PLEASE APPLY VIA THE INTERNAL CAREER SITE.

Jazz Pharmaceuticals plc (NASDAQ: JAZZ) is a global biopharmaceutical company whose purpose is to innovate to transform the lives of patients and their families. We are dedicated to developing life-changing medicines for people with serious diseases - often with limited or no therapeutic options. We have a diverse portfolio of marketed medicines and novel product candidates, from early- to late-stage development, in neuroscience and oncology. We actively explore new options for patients including novel compounds, small molecules and biologics, and through cannabinoid science and innovative delivery technologies. Jazz is headquartered in Dublin, Ireland and has employees around the globe, serving patients in nearly 75 countries. For more information, please visit www.jazzpharma.com and follow @JazzPharma on Twitter.
Brief Description:
Reporting into the Operational Excellence Manager, the owner of the position will be mainly responsible for providing efficient administrative, organizational and logistical business support to the Commercial and Medical Team. In addition, this role will support the Operational Excellence Team on general tasks. In doing so the job holder will collaborate closely with all internal/external stakeholders relevant to the Commercial and Medical Team, whilst demonstrating Company values at all times.
Essential Job Functions:

General Tasks

• Responsible Procurement Coordinator for the Commercial and Medical Team
• Timely preparation and tracking of PRs/POs
• Responsible for contract management (requesting contracts; follow-up on timely execution of contracts)
• Distribute and manage contracts within Jazz systems (Coupa and engagementNOW)
• Invoice management (ensure invoices are received on time, passed on to accounting on time and keep track of paid/unpaid invoices)
• Manage and maintain tracking list of all procurement coordinating tasks
• Accrual and budget management of the Commercial and Medical Team
• Vendor management (including system setup and project owner support with service execution)
• Responsible for the administrative part of the health care professionals (HCPs) sponsorship process for national and international congresses, incl. travel and accommodation organization for HCPs including expense reporting in Concur
• Assist in approval process in PromoMats, incl. upload of relevant materials to approval system for the Commercial and Medical Team and follow up of timely approval of relevant materials
• Assist in administrative tasks of other departments and act as a backup and holiday cover for other Business Support Associates
• Develop and maintain updated Congress and Meetings List for the Commercial and Medical Team
• Coordinate and organize on- and off-site meetings of the Commercial and Medical Team including hotel rooms, meeting rooms and catering. Can include on-site support during those meetings
• Work within legal and compliance guidelines
• Build strong working relationships with the Commercial and Medical Team to ensure the business is supported to achieve our objectives
• Protect the interest of the Company in accordance with policies and governmental laws and regulations

Required Knowledge, Skills, and Abilities

• Excellent administration skills
• Must have a “can do” attitude and be able to work autonomously and as part of a team
• Ability to work well and deliver under pressure
• Be resourceful, proactive, assertive, and self-motivated
• Strong organizational and time management skills
• Ability to execute on multiple projects simultaneously
• Ability to manage own workload with flexible approach
• Ability to drive projects forward, work on own initiative and work with a cross-functional team
• Sense for priorities
• Easy to approach
• Accurate, with an eye for detail
• Essential: Very good command in written and spoken German and English
• 1-2 years’ experience in similar job/environment
• Very good MS Office skills (Word, Excel, Outlook, PowerPoint)

Jazz Pharmaceuticals is an equal opportunity/affirmative action employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any characteristic protected by law.
The successful candidate will also be eligible to participate in various benefits offerings, including, but not limited to, medical, dental and vision insurance, retirement savings plan, and flexible paid vacation. For more information on our Benefits offerings please click here: https://careers.jazzpharma.com/benefits.html

• Responsible Procurement Coordinator for the Commercial and Medical Team
• Timely preparation and tracking of PRs/POs
• Responsible for contract management (requesting contracts; follow-up on timely execution of contracts)
• Distribute and manage contracts within Jazz systems (Coupa and engagementNOW)
• Invoice management (ensure invoices are received on time, passed on to accounting on time and keep track of paid/unpaid invoices)
• Manage and maintain tracking list of all procurement coordinating tasks
• Accrual and budget management of the Commercial and Medical Team
• Vendor management (including system setup and project owner support with service execution)
• Responsible for the administrative part of the health care professionals (HCPs) sponsorship process for national and international congresses, incl. travel and accommodation organization for HCPs including expense reporting in Concur
• Assist in approval process in PromoMats, incl. upload of relevant materials to approval system for the Commercial and Medical Team and follow up of timely approval of relevant materials
• Assist in administrative tasks of other departments and act as a backup and holiday cover for other Business Support Associates
• Develop and maintain updated Congress and Meetings List for the Commercial and Medical Team
• Coordinate and organize on- and off-site meetings of the Commercial and Medical Team including hotel rooms, meeting rooms and catering. Can include on-site support during those meetings
• Work within legal and compliance guidelines
• Build strong working relationships with the Commercial and Medical Team to ensure the business is supported to achieve our objectives
• Protect the interest of the Company in accordance with policies and governmental laws and regulation