Business Unit Coordinator (Emirati Nationals)

Purpose Statement:

Responsible for administrative support of Marketing Sales Market access & Medical functions: Logistic management of all promotional and non-promotional meetings main point of contact with advertising agencies preparing reports and maintaining appropriate filing systems managing correspondence and scheduling couriers processing expense reports meeting/event planning creating or modifying business documents preparing presentations from source materials acting as a liaison for remote access issues.

Implement & monitor assigned promotional campaigns & collaborate with CEx team on digital activities.

Major Responsibilities:

Supplier Relationship purchasing & Events Management

• Responsible and accountable for initiating pre-executing and closing out the Master Approval Process (MAP) in a process-related role. Also responsible for gathering and ensuring all required documentation complies with company policies legal requirements and ethical standards.
• Organizes large to medium size events for the BU targeting internal and external audiences (e.g. sales team brand team scientists physicians etc.) for Gulf levant.
• Negotiation of tariffs with suppliers.
• Preparation of vendors contracts and ensure all signatures preparation HCP/HCO agreements and letters ensure print and signature.
• Prepare honorarium fees of consultants and service providers (Promo event and Medical)
• Provide direct PTP support across functional for processing shopping carts ACRs and Payments.
• Maintain SC/PO daily Log. Reconcile and update (uplift) PO and Invoice received before payment execution.
• Posting vendors invoices -monthly records proofs of payments:
• Provide the update POs for closing.
• Manage all the booking transfers transportation for the events organized and follow up with travel agencies for flights details congress accommodation and registration.
• Provide detailed costing and comparative offers for different demand and as needed
• Tracking vendors invoices.
• Ensure and organize promo projects.
• Coordinate with the external agencies the Promotional material from preparation till reception.
• Develop and implement innovative marketing tactics and digital multi-channel opportunities in collaboration with marketing and CEx teams.
•  Work collaboratively with other functions (medical sales and CEx team etc.) to facilitate implementation of promotional and digital initiatives (CLMs VAEs Newsletters ).
• Ensure all in-field materials and tactics are aligned to drive momentum of strategic brand objectives.
• Monitor promotional budget with the Brand managers to optimize effectiveness and efficiency.
• Support the brand managers in the product life cycle plans.
• Take accountability and responsibility for promotional related Brand Team activities and processes.

Financial Reporting & Analysis:

• Monthly closing submission of Journal Entries (monthly accruals payments POs SCs
• Update all final expenses detailed of capital expenditure (related to Promo).
• Manual / urgent payments (request submission follow up).
• Follow up with approvals.
• Calendar and promo/MAP follow up and update.
• Promo MAP follow up and update.
• Submit of document related to close out in MAP.

Brand Team Coordination:

• Follow-up on all the BUs project on a weekly basis.
• BT Meeting coordination.

IFT Point of contact:

• Ensure a close follow-up with the IFT on administrative tasks (T&E Veeva IT material local Initiatives MAP) and ensure a close internal coordination with the relevant stakeholders.
• Coordinate events preparation.
• Archiving.

BUD support:

• Support the BUD on timely requests (T&E travel arrangements congress registration)

Qualifications :

Qualifications:

• University degree.
• Experience as BU or Event Coordinator.
• Proficiency in MS Office (MS Excel and MS PowerPoint in particular).
• Knowledge of office management systems and procedures.
• Good Interpersonal skills& Customer service.
• Excellent time management skills and the ability to prioritize work.
• Proactive Attention to detail and problem-solving skills.
• Excellent written and verbal communication skills.
• Strong organizational skills with the ability to multi-task.
• Proficiency in English is a plus.

Additional Information :

Key Stakeholders:

Internal Stakeholders: GM BUDs Marketing manager Brand managers CEx Sales Managers IFT Medical Regulatory Market Access Finance IT

External Stakeholders: Suppliers travel agencies Third Party (distributors)

AbbVie is an equal opportunity employer and is committed to operating with integrity driving innovation transforming lives and serving our community. Equal Opportunity Employer/Veterans/Disabled. 

US & Puerto Rico only - to learn more visit  & Puerto Rico applicants seeking a reasonable accommodation click here to learn more:

Work :

No

Employment Type :

Full-time

Experience: years
Vacancy: 1