Meeting & Events Coordinator Gulf & Ksa (Non

Upjohn Middle East FZ-LLC

At VIATRIS, we see healthcare not as it is but as it should be. We act courageously and are uniquely positioned to be a source of stability in a world of evolving healthcare needs.

Viatris empowers people worldwide to live healthier at every stage of life.

We do so via:
Access - Providing high quality trusted medicines regardless of geography or circumstance;
Leadership - Advancing sustainable operations and innovative solutions to improve patient health; and

Partnership - Leveraging our collective expertise to connect people to products and services.

Every day, we rise to the challenge to make a difference and here's how the Meeting & Events Coordinator - Gulf & KSA role will make an impact:
Job Purpose

The Meeting & Events Coordinator - Gulf & KSA (Non Headcount) will be responsible for managing and executing Company internal and external activities that include the day-to-day activities of digital &F2F meetings, congresses participations, Advisory Boards, Standalone events, Products Launch events, Medical Congresses, field force meetings and corporate affairs events. He/she will be a compliance champion who ensures adherence to applicable rules, regulations and policies to ensure adherence to local laws and company compliance standards.

Key responsibilities:
Internal Pre-Approval
- Collect data and documents from Project Owner and/or Vendors to submit pre-approval. Follow up and ensure that approval(s) is acquired before raising requisition, contracting speakers and execution of the event.

Sourcing, Logistics Management & Budgeting
- Execution of events with operational effectiveness in line with company direction and ensure proper and timely reporting (registration, budget, travel, etc.)
- Champion a strategic approach to meeting planning
- Budget planning, venue recommendation, negotiation and contracting (raising POs) venues and logistics (flights, ground transfer, etc.) for meetings in line with internal local compliance requirements.
- Onboard, standup, execute and reconcile events
- Ensure Government required documents are well shared and adhered in line with local government requirements

M&E Tool & Platform
- Ensure M&E key Platforms’ steps are carried out correctly (RFP, Contract, etc.) and data input accuracy.
- Be Company Champion of 3rd party technologies and vendors relations systems.

KOL/Speaker Engagement
- Ensure Speaker contracting and engagement are properly managed and executed.

Post-Event Operations
- Timely reconciliation of compliance datapoints, Activity datapoints, Actual Budget Versus planned Budget in line with company key systems, rules and regulations,
- Ensure submission of transparency reports to relevant authorities in line with Government regulations.
- Ensure vendor invoice is timely processed and relative PO is closed and capture saving (in Key Company systems)
- Process KOL/Speaker engagement activity properly and timely

Reporting
- Monitor daily workload, quality, and adherence to key standards and agreed KPIs
- Monthly Reporting of Compliance activities, Events activities and Invoices.
- Maintain department documentation, SOPs, operational workflows for all customers and all activities planned and executed
- Track Budget phasing of activities on monthly basis and identify gaps and best practices

Vendor Management
- Maintain good relationship with vendors and timely raise to MPA and/or any other vendors (hotels, branding agency, etc.) if any performance issues.
- Guide project owners on venue selection
- Prepare and maintain a list of Vendors with pros and cons for selection

Internal Client Management
- Timely response to internal clients (project owners) regarding activity related questions, system operation questions, etc.
- Training on Viatris’ digital solution tools and refresher on internal requirements (compliance, lead time, etc.)

Compliance
- Ensure Adherence of all activities to local and international laws and regulations as well as company policies
- Serve and Compliance champion partnering with legal and compliance colleagues to ensure 100% compliance of all activities.
- Educate and raise awareness about key compliance areas among relevant stakeholders

Cross-functional dependencies
- Work closely with marketing, medical, sales and Corporate affairs teams to ensure effective collaborations.
- Get continuous guidance from Legal and Compliance team to ensure adherence to policies

Education and Experience
- 2+ years of experience working at a pharmaceutical or Hotel & Travel industry.
- Bachelor’s Degree preferably.
- Fluent English language both written and verbal, Arabic speaking is a plus but not mandatory.
- Confident in communicating both internally and externally with customers within the strategic meeting and congress environment
- Strong customer service, conflict resolution, organizational, and planning skills with attention to detail and accuracy
- Experience sourcing large and small meeting venues, eve