Global Pharmacovigilance Cost & Resource Junior Specialist

Purpose

• The CRS is in charge with the administration of cost, investment and workload planning within R&D systems, pertaining to a functional area autonomously or under the coordination of a Cost Resource Coordinator (CRC) and in cooperation with more CRSs, if applicable.
• The CRS is expected to liaise mainly with function Heads, other relevant employees within the function, and Project Managers (PMs) in order to ensure that functional actual and planned costs, investments and workload are correctly recognised within corporate systems, as per guidelines received from Project & Portfolio Management (PPM), Global Finance and Administration.
• The CRS is expected to interact directly or indirectly through functional CRC with R&D Planning & Control (P&C), Demand & Business Knowledge (DBK) teams and more broadly with PPM function, with reference to the functional cost, investment and workload administration, providing effective and accurate communication to PPM, Planning & Control and R&D management of information related to functional budget and workload.
• The CRS is expected to be a skilled user of relevant corporate systems for cost, investment and resource administration, i.e. corporate Project and Portfolio Planning System (Planisware) and corporate ERP (SAP).

Main Responsibilities

All the following responsibilities apply to the whole or to a part of the function, based on the functional CRSs organisation and are performed under the coordination of a CRC.

Functional cost, investment and workload planning:

•    Collecting information related to functional costs and resources (or an assigned part of them) for planning purposes, liaising with relevant functional stakeholders and PMs, arranging internal functional budgeting meetings to ensure a timely and accurate data collection

•    Uploading cost and workload planning data to corporate Project and Portfolio Management System in a timely and accurate manner, based on the calendar and guidelines provided by R&D P&C, DBK and PPM

•    Collecting and submitting to R&D P&C of justifications for cost plan deviations from previous baselines

•    Supporting function Heads on budget and rolling forecast proposal preparation and analysis, including supporting the identification and reflection of agreed fine-tunes during budget discussions

Functional actual cost and investment recognition and justification:

•    Preparing and checking functional Purchase Requisitions (PRs) issuance within corporate ERP, ensuring PRs are correctly filled with respect to accounting and controlling coordinates, and submitted in a timely manner, according to corporate procedures

•    Preparing all necessary documentation in support of Management Approval of functional Purchase Requisitions (PRs), including relevant explanatory notes, ensuring a smooth and clear communication with Management

•    Executing functional monthly closing activities, ensuring information on actual work performed by external providers is obtained and ensuring all expenditures are correctly accrued within corporate ERP, checking and tracking invoices and payments within corporate ERP system (SAP), as well as interfacing internally with Finance Italy & Corporate Tax & Treasury (FICTT) and externally with Suppliers, when needed;

•    Performing functional year-end closing activities, ensuring compliance with statutory and tax procedures and guidelines provided by administration and P&C

•    Performing full tracking of deviations of actual vs. baselines spending providing relevant justification to P&C team, ensuring an effective and concise communication of significant information

Functional Resource Breakdown Structure (RBS) update and Timecard filling:

•    Timely communicating to DBK team any changes in the functional RBS to be reflected into corporate Project and Portfolio Management System

•    Tracking monthly actual workload by facilitating timecard filling by functional employees.

•    Tracking monthly external consultants’ timesheets and filling related timecard by projects.

SKILLED USER ROLE 

•    Skilled user of relevant corporate systems: corporate Project and Portfolio Management System (Planisware) and corporate ERP (SAP)

•    Continuously Supporting functional end-users in the ordinary use of the corporate ERP (SAP), in coordination with CRC.

Experience Required

Work experience in administration and budget coordination.

Education

Technical degree in accounting/economics.

Languages

• Italian fluent
• English fluent

Technical Skills

• Basic competences in accountancy 
• Basic knowledge of drug development process in a pharma industry
• Good communication and analytical skills
• Good working knowledge and understanding of office procedures
   

Soft Skills