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Contract Administrator

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Date: Feb 28, 2023

Location: PT

Company: HikmapharmQA

Job Purpose

To maintain fully executed contracts through collaboration with internal customers (Sales/Marketing team, Customer Service, Legal, HR, Regulatory and Finance) and external customers (Government, wholesalers/distributors, GPOs, and hospitals), while executing and implementing contract language in SAP and Vistex, to allow the organisation to conduct their sales business appropriately.

Key Accountabilities 1

Policies, Processes and Procedures

Follows all relevant departmental policies, processes, standard operating procedures and instructions so that work is carried out in a controlled and consistent manner.

Day- to-day operations

Follows the day-to-day operations related to own job to ensure continuity of work.

Key Accountabilities 2

Job Specific Accountabilities

Assists with the preparation and revision of contracts, to assist in negotiation of terms and conditions and request amendments to or extensions of contracts, if needed.

Oversees contract expirations and updates the sales team accordingly, in order to prepare contract change notices, monitor contractor performance, and process/maintain system updates.

Prepares contract briefs and revisions summarising contractual requirements, to stay up to date with contract requirements and conditions.

Maintains an audit file for each contract which includes original contracts, to keep track of all correspondence, changes/deviations, amendments, clarifications and renewal schedules. 

Prepares and disseminates information to appropriate internal departments, to ensure that they are aware of contract status.

Tracks deadlines and acts as liaison between Customer Service, Finance and Government Compliance departments, to ensure that contracts are in compliance with legal requirements and government regulations. 

Initiates and maintains contract pricing and rebates within SAP and Vistex, to ensure pricing and rebates are updated in systems by deadline and are communicated to internal and external stakeholders.

Works with internal and external teams in the sales department, to resolve and respond to inquiries related to pricing and rebates.

Continuous Improvement

Contributes to the identification of opportunities for continuous improvement of processes and practices taking into account ‘international best practice', improvement of business processes, cost reduction and productivity improvement.

Reporting

Assists in the preparation of timely and accurate reports of Commercial to meet company and department requirements, policies and standards.

Safety, Quality and Environment

Complies with all relevant safety, quality and environmental management policies, procedures and controls to ensure a healthy and safe work environment.

Related Assignments

Performs other related duties or assignments as directed.

Behavioral Competencies

Communication and Influence - Level 1
Change and Innovation - Level 2
Collaboration and Teamwork - Level 1
Planning and Organizing - Level 1
Taking Initiative and Drive for Results - Level 1
Resilience - Level 2

Qualifications

Bachelor's degree in Business Administration, Accounting, or a related field.

Experience

0-2 years relevant experience in the contract/sales administration, preferably in the generic pharmaceutical industry.