Office Manager, Local SHE, Sales & Marketing Support – Roche – Oman

Office Manager, Local SHE, Sales & Marketing Support – Oman – Indeed.com

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Summary

The role supports the Oman sales & Marketing plan in collaboration with the regional and country sales manager. The role is responsible to implement the Safety and health standard, and to represent Oman as compliance officer, and HR first point of contact. The role will be responsible for the customer communication and is a valuable member on the team to measure and enhance the customer satisfaction.

The below job description is not intended to be exhaustive, additional responsibilities include supporting the Quality Regulatory function to establish robust work processes and assess for continuous improvement opportunities.

Your Responsibilities

Miscellaneous HR & Administrative Tasks

  • First point of contact for HR inquiries from Roche employees and external parties
  • Co-ordinate HR team meetings – internal and external
  • Coordinate and manage support with HR/RDME learning and development programs as requested
  • Prepare and distribute HR related correspondence like employee announcements
  • Support specific projects as determined in the annual HR plan as well as participating in functional and cross-functional initiatives
  • Ensuring that the filing system is up to date, in collaboration with the regional HR team
  • Co-ordinates interviews with candidates and managers sending relevant information as required
  • Support with the local on-boarding and induction of new joiners

Local SHE Officer

  • Coordinate with RDME SHE Manager to conduct Risk Assessments for office and field activities with the involvement of Line Managers
  • Prepare Emergency Response Plan for Local Team in coordination with RDME SHE Manager
  • Nominate and Train office Fire Wardens and First Aiders
  • Conduct Fire Evacuation Drills to test the Emergency Response capability of the organization
  • Prepare lessons learnt from the fire evacuation drills and close the identified gaps in future drills
  • Ensure completion of Hepatitis B Vaccination Program and update RDME SHE Manager on completion status
  • Prepare SHE Training Matrix for Office, Field and Sales employees in consultation with RDME SHE Manager
  • Perform gap analysis of K17 and DS023 and identify actions for necessary implementation of Group SHE Directives

Procurement & Supplier Management, Logistics Support

  • In Purchasing and Procurement, PRs and POs within P2P

Sales Operational Support

  • Stock monitoring and placing orders accordingly
  • Reviewing Distributor Debit notes for accuracy and compliance with contract
  • Channel filling report On monthly basis
  • Reviewing invoices and raising them to the accounts department
  • Understand and constantly refresh knowledge of the Roche Product Portfolio, the local market, branding and communications guidelines, appropriate processes, agreements & forms required for marketing activities implementation, the competitors and other industry influencing factors

Marketing Support

  • Support and Drive HCP Forms for all sponsored events and travels in time according to rules and policies
  • Ensure Brochures Availability based on Sales department instructions
  • Organize Education & Awareness activity in Oman

Sales Assistant

  • To act as an ambassador for the Office, providing a polished image and ensuring a smooth interface between the departments and the company (both locally, regionally and internationally)
  • Effectively manage multiple projects, including the organization of events and functions as an assistant
  • Experience in drafting correspondence with colleagues and customers, presentations, and reports related to travel
  • Follow up Costumers contract issuing and status between sales team & distributor / update contact information for customers
  • Develop monthly Sales Report
  • In conjunction with the Divisional Administration Officers, ensure that the administration functions of the organization are efficient and effective

Sales and Marketing Coordinator

  • Support Sales and Marketing Teams with general administrative tasks;
  • Help achieve company goals by helping to plan and organize logistically successful external events and internal meetings, maintain timelines and priorities
  • Deliver events on time, within budget, that meet (and hopefully exceed) expectations, and are aligned with Roche compliance policies, the local law and the industry deontological code;
  • Responsible for all project budgets, negotiating contracts and fees;
  • Oversee coordination of travel and hotel for event customers
  • Communicate, maintain and develop client relationships, ensuring excellent customer service and quality delivery
  • Analyze event operations and prepare and implement recommendations for improving operational efficiencies within the events
  • Prepare event status reports to monitor progress against plan and recommend corrective actions

Business Operation Coordinator

  • Monitoring respect of timelines, contractual obligations and KPIs; (SHE , Compliance, Channel filling, and Biosafety)
  • Reporting planning and timelines on shared files and CRM
  • Produce and archiving required documentations
  • Manage relationship with suppliers and commercial partners
  • Proactive action to promote innovative way to satisfy customers in line with the Roche guideline
  • Handle and solve complaints from customers ensuring accuracy, speed and quality; provide appropriate feedback to them
  • Managing orders and complains for Direct Roche Customers

Compliance Champion

  • Ensure SWAT initiative on track
  • Archive relevant documents, offers, quotes, events, HCP, sponsorship, and agreements in shared point according to Compliance recommendations
  • Organize employees and distributor compliance trainings
  • Drive compliance discussions in team meetings

Compliance

You are expected to adhere through your conduct to all applicable laws and regulations as well as to the high integrity standards as set forth by Roche.

Who You Are

  • You hold a BSc degree in Business Administration, Human Resources, Marketing, or any relevant study
  • You have a minimum 2 years of experience Sales & Marketing support, Office Management in medical field
  • You are highly organized, are able to prioritize own tasks, and have excellent time management skills
  • You have attention for detail
  • You have excellent Microsoft office skills
  • You have strong interpersonal skills and the ability to understand individual needs and motivation
  • You have excellent oral and written communication skills
  • You are proactive, strong in the follow up, are flexible, and able to multitask
  • You are aligned with Roche values and core competencies, and have high ethical standards

Roche is an equal opportunity employer.

Sales & Marketing, Sales & Marketing > Marketing


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