The incumbent will take part into the operation team and is responsible for operation excellence. Operation excellence includes 6 main key areas of responsibilities: (i) Dossier management, (ii) order management, (iii) business partners management (iv) supply chain management, (iv) contract management (vi) office management. This role involves working closely with cross-unctional teams (sales, marketing, product, etc.) to ensure smooth and productive operation to drive company’s growth and sustainability. The incumbent will report to the Operation Manager.
Manage all dossiers to support partners in tender process while ensuring the best efficiency.
Manage daily order implementation at the best efficiency and productivity.
Manage partners including distributors and sub-distributors.
To manage and implement the end-to-end supply, demand, and inventory.
To manage contracts with comprehensive pricing and terms.
To coordinate and communicate with cross functions team both local and regional (Ops, RA, QA, Commercial, Finance, Market Assess, sourcing plant) in term of product availability or discontinuity.
MAIN RESPONSIBILITIES
I. Dossier management
Provide dossiers as per request on time to meet the deadline of tenders.
Ensure effective communication with internal and external teams to trouble-shoot.
Continuous improvement of process efficiency
Proactive in providing solutions
Maintain a track record systematically.
Prepare and organize tender documents, including specifications, terms, and conditions.
Coordinate with internal teams and partners to gather necessary information for tender submissions.
Ensure all documentation is compliant with relevant regulations and standards.
II. Order Management
Implement an effective procedure in implementing orders
Trouble-shoot ad-hoc issues in order to meet requested timeline.
Ensure effective communication with internal and external stakeholders.
Be proactive in bringing solutions.
III. Process Management
Implement an effective procedure in implementing orders
Trouble-shoot ad-hoc issues in order to meet requested timeline.
Ensure effective communication with internal and external stakeholders.
Be proactive in bringing solutions.
IV. Supply Management
Actively involve in monthly Demand & Supply meeting with other cross-functional stakeholders and partners.
Monthly build demand and supply request and submit forecast which ensure the replenishment aligned with production plan and maintain DOH meet targeted DOH.
Work with cross functions team (Ops, RA, QA) to factor the update/change of product availability to the ADS.
Work with manufacturer for product supply with excellent communication. Keep tracking supply schedules for imported products, verifies shipping documentation for imported products’ customers clearances.
Do analyses the inventory projection and provide suggestion/ follow up with cross function for mitigation action.
Monitor supply/demand operational performance versus goals and manages variances appropriately e.g customer service, forecast accuracy, back orders/ sales loss, escalation, and report submission to regional.
V. Contract Management
Oversee the entire contract lifecycle, ensuring compliance with organizational policies and legal requirements. This role involves managing tender dossiers, negotiating contracts, and ensuring adherence to pricing and terms.
Contract drafting and reviewing.
Ensure all contracts include clearly defined terms, pricing structures, and deliverables.
Collaborate with legal teams to validate contract terms and minimize risks.
Contract execution:
Facilitate the contract signing process, ensuring all parties are informed and compliant.
Maintain and organized database of all executed contracts and related documents.
Monitor contract performance against pricing agreements and identify discrepancies.
Ensure all contracts comply with internal policies and external regulations.
Maintain up to date knowledge of industry trends and regulatory changes.
Generate regular reports on contract status, compliance, and performance metrics.
Provide insights and recommendations for process improvements in contract management.
VI. Office Management
Support activities respecting compliance.
In charge of PR, PO, payment for all office and activities related.
Controller: make sure that all activities, documents and payments are correct.
Job Requirement
MINIMUM BACKGROUND / EXPERIENCE REQUIRED
Minimum 5 years experiences:
Related to distribution, CRM or sales.
Related to Logistics, Demand Planning experience.
Proven experience in contract management
Proven experience in tender and dossier management
Proven experience in senior admin role.
Proven experience in controller role
Proficient in verbal and written communication in Vietnamese and English
Expert in Microsoft Office, especially excel. Power BI skill is a strong advantage.
Strong communication skills
Detail-oriented with excellent organizational abilities.
High ownership and accountability
High level of multi-task handling
High level of accuracy
Trustworthy, disciplinary
Have a good sense of urgency and business driven mindset.
Solution driving mindset.
Experience in medical health care sector is a plus.
Experience in a matrix organization is an advantage.
MINIMUM EDUCATION REQUIRED
Bachelor’s degree in any major.
Supply Chain Management/ International Business/ Business Administration/ Finance is a plus.
