Business Operations Specialist

3 mesi fa

Siena, Italia CSL Behring A tempo pieno

CSL Seqirus is looking for a Business Operations Specialist to be based at our office in Siena (hybrid remote working). Your tasks and responsibilities will be the following:
**1. Tender management activities**
- Screen and monitor of the e-procurement web platforms where Tenders of our interest can be potentially published
- Monitor Tender publication alerts received by the external Provider
- Submit the pre-qualification information to tender authorities
- Monitor and keep regularly updated tender authority platforms
- Select eligible tenders, download the documentation and archive in the S shared folder
- Work with the Team for preparing participation in Tenders and the offer submissions
- Maintain up to date the status each participate Tender in Datagon (Tender management tool) and ensure that commercial contracts properly flows into SAP (as SAP quotations)
- Have a good understanding and knowledge of the New Italian Procurement Code (D.Lgs 36/2023) and following modifications
- Liaise with Tender Authorities for submission modes and timing
- Keep tracking of submission deadlines
- Manage the approval workflow for the price to bid before the submission of the offer
- Liaise and network with the other functions (Finance, Medical Affairs, Regulatory, Pharmacovigilance, Marketing) for obtaining, prior to the Tender period, all the information that could be needed for the participation
- Liaise with the bank for the release of the performance bonds in advance of the tender deadline and track and monitor the expiration.
- Assure that all necessary payments (e.g. CIG in ANAC, Stamp Duty Fees paid through F24 Elide etc) and mandatory pre-requisites required for call for bids participation are duly and timely satisfied
- Together with the Business Operations Manager submit all tenders on time into the e-procurement platforms
- Provide to Tender Authorities the documentation required post awarding for the contract finalization
- Maintain accurate records and files of all tender related data in the designed S shared folder
- Identify and timely report to Business Operations Manager new Tender requirements or any potential risks of exclusion or of ability to participate in tender.
- Promote innovation in Tender processes and maintain a positive approach to changes and improvements.

**2. Customer Service and Order To Cash (OTC) activities**
- Support the Bus. Ops Team with orders secondary review and check orders for accuracy with product, pricing and shipping details
- Answer to customer enquiries, provide information to customers on Orders, deliveries and invoices
- Manage the sales e-invoices submission in Sfera and analyse potential invoice rejections from Public Customers
- Work with Business Operations Manager to finalize the seasonal credit limit analysis for all customers prior to the season
- Provide regular feedback to the Business Operations manager regarding sales order issues or customer concerns
- Handle temperature excursion requests and Product Technical Complaints (PTCs)
- Partner with and provide feedback to KAMs on Tender, Orders or Customers requests
- Prepare and send commercial reports on orders entrance and deliveries status to Tender Authorities and Regional stakeholders accordingly to contract requirements.
- Support the Team for the proper maintenance of all the documents archives (on paper and electronic) required by law (orders, invoicing, supply, inventory adjustments, etc)

**3. Other activities**
- Maintain and support Business Operation team in maintaining all the SOPs, WKIs which are relevant both for Tender and Operations activities
- Support the Team in tracking the different status of the batches and monitor supply from our Manufacturing Sites to in country 3PL warehouses
- Support in MIF submission activities and batches release tracking
- Collaborate with the Business Operations Team in partnering with Global functions (e.g. SupplyChainQA, Finance, IT, HR, etc) and in managing the required activities (e.g. QAGs review and updating, manage deviations in supply, self-inspection, Mock Recall, PTC Trainings)
- Raise Purchase Requistion (PRs) in SAP for the services needed by the local Business Operations team
- Provide support and backup to the Team in managing the required AP activities
- Works in collaboration with the Business Operations Manager to identify and evaluate innovative and useful solutions to support the business and improve Tender Authorities and Customers satisfaction
- Support Business Operations Manager in executing projects and in providing useful inputs and insights to improve work streams and Customer Satisfaction

**Requirements**:

- Degree in Economics, Engineering, Life Sciences or Law
- Good understanding of Italy healthcare system, Public Procurement legislation and regulatory requirements
- English language intermediate level (at least) - Fluent in speaking
- Builds bridges and helps teams develop collaboration
- Good ability to work with Microsoft Off

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