- 5334
- Munich, Germany
- Germany
- Business Operations
Job Description
Job Summary
The Third Party Engagement & Project Specialist supports the Business Unit by managing third-party engagement processes and coordinating cross-functional projects. This role ensures compliance with internal and external regulations while enhancing operational efficiency through structured coordination, documentation, and stakeholder collaboration.
Essential Functions of the Job (Key responsibilities)
Third Party Engagement (ca.70%)
- Act as the central liaison for all third-party engagement requests across the team.
- Coordinate end-to-end engagement processes, ensuring compliance with finance, legal, data privacy, QA, PV, IT, and other internal stakeholders.
- Ensure secure and compliant storage of inspection- and business-relevant documentation for legal and compliance review, audits, and monitoring.
- Process and track invoices in collaboration with Finance and vendors, ensuring timely, accurate and, compliant payments.
- Contribute to monthly financial reporting by supporting accrual processes and maintaining detailed financial dashboards.
- Develop and maintain tools, trackers, and documentation to enhance process efficiency.
- Drive continuous improvement initiatives in customer service, training, and internal processes.
- Onboard new internal and external stakeholders relevant to the engagement process.
- Provide technical support for NAF and FMV tiering processes.
- Manage PR/PO creation and adjustments, including troubleshooting.
- Act as back-up for 3PES from other departments in case of absences
- Provide administrative project support to Brand Teams and Business Unit, including material approval workflows and SharePoint site management.
- Assist in the selection and coordination of agencies, vendors, and third parties.
- Oversee web shop operations, including item setup, communication, and logistics for bulk shipments (e.g., patient brochures).
- Organize internal and external meetings, including agenda preparation, minute-taking, and action tracking.
- Support the planning and execution of congresses and conferences.
Qualifications (Minimal acceptable level of education, work experience, and competency)
- Bachelor’s degree or equivalent professional experience.
- Initial experience in a multinational environment; pharmaceutical industry experience is a strong advantage.
- Strong organizational skills and attention to detail.
- Proactive, hands-on, and solution-oriented mindset with a drive for continuous improvement.
- Excellent communication skills (verbal and written) in both English and German.
- Ability to work independently and collaboratively in a dynamic, cross-functional team.
- Affinity for regulatory topics and willingness to develop expertise in compliance, anti-bribery, anti-corruption, and healthcare regulations.
- Basic understanding of GDPR is a plus; willingness to deepen knowledge in this area.
- Strong analytical skills and ability to draw actionable conclusions.
- Proficiency in Microsoft Office and familiarity with internal systems and tools (e.g., PR/PO platforms, SharePoint).
Disclaimer: The above statements are intended to describe the general nature and level of work performed by employees assigned to this job. They are not intended to be an exhaustive list of all duties, responsibilities, and qualifications. Management reserves the right to change or modify such duties as required.
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