Manager Archiving and Compliance

JOB FOCUS
The incumbent is responsible for the processes on archiving completeness and transport document compliance for documents related to Global Logistics shipments. The incumbent drives process automation and process outsourcing to ensure timely and correct execution of compliance and completeness checks of transport documents.
The incumbent orchestrates and coordinates activities with relevant internal and external stakeholders to recover missing documentation and/or correct any issues identified. Stakeholder forums are set up and driven by the incumbent to focus on issue resolution and Continuous Improvement in the space of archiving completeness and documentation compliance. Leveraging digital tools and new technologies are focus areas.
Partnership is fostered with key cross-functional stakeholders impacted by or contributing to the processes in scope of the role (including amongst other Indirect Tax, Digital, Quality, Transportation, outsourced services partner and external transport service providers).
Additionally, the incumbent must ensure that the proper activities are implemented and managed in accordance with the EU GDP/GMP requirements and/or local legislation requirements (e.g. FDA, Japanese, HPRA, etc).
JOB SUMMARY - MAIN AREAS OF RESPONSIBILITY / ACCOUNTABILITIES
1) Archiving completeness

• Responsible for timely archiving completeness of commercial documents, transport documents and customs documents in OpenText for GL scope of activities
• Ensures alignment of archiving process scope with evolving GL scope and Quality Compliance requirements
• Drives the conversation with Digital on the performance and enhancements of the App supporting the archiving process and leveraging new technologies (e.g. AI)
• Monitors and manages performance of outsourced service provider on archiving activities
• Coordinates escalations and provides resolution to challenges escalated following the IMEX and Six Sigma methodologies
• Orchestrates actions and assures accountability of internal and external stakeholders in ensuring archiving completeness
• Maintains and reports on performance metrics
• Establishes and runs processes ensuring correctness of archived documentation

2) Transport documentation compliance

• Designs and orchestrates the process for conducting compliance checks of transport documents
• Ensures alignment of archiving process scope with evolving GL scope and Quality compliance requirements
• Monitors and manages performance of outsourced service provider on transport document compliance checks
• Coordinates escalations and provides resolution to challenges escalated following the IMEX and Six Sigma methodologies
• Drives the conversation with Digital on the performance and enhancements of the App supporting the transport document compliance checks process and leveraging new technologies (e.g. AI)
• Orchestrates actions and assures accountability of internal and external stakeholders to ensure completeness and full compliance
• Maintains and reports on performance metrics

3) Stakeholder Management

• Sets up, participates and drives stakeholder conversations aligned with the relationship owners on performance in the field of archiving completeness and transport documents compliance
• Ensures reporting towards Indirect Tax team and Pfizer Service Company Board on risk managed and remaining archiving gaps
• Partners with Indirect Tax team, Transportation team and Quality team on requirements alignment across the Pfizer organization for archiving and transport documentation compliance
• Identifies and drives Continuous Improvement opportunities on archiving completeness and transport document compliance and collaborates with internal and external stakeholders to implement them

KEY PERFORMANCE INDICATORS (KPI)

• Timely archiving completeness
• Timely completion of transport document compliance checks
• Initiate gap analysis, follow up on remedial actions till completion
• Continuous improvement results on processes managed
• Contribution to knowledge gathering and sharing
• Works according to relevant SOP / WI

QUALIFICATIONS

• Level of Education: Bachelor's Degree in Administration, university degree or equivalent by experience
• Experience: Minimum 5 years experience in transport or supply chain operations. Comprehension of financial and logistics flows inherent to the pharma industry. Knowledge on customs regulations would be a plus.
• Languages: Proficient in English (verbal and written); other languages are a benefit
• Computer skills: Broad PC skills are essential (MS applications Outlook, Word, Excel, Visio and PowerPoint). Knowledge of SAP or other ERP systems is a plus.

COMPETENCIES - PERSONAL CAPABILITIES

• Analytical and problem solving skills
• Pro-active mindset on problem solving and gap assessment
• Affinity with establishing structure, documentation management and compliance principles
• Proven track record driving positive change in a complex environment
• Demonstrate strong problem-solving skills based on facts, data and understanding of the regulatory requirement in complex and evolving environments; must be able to apply sound risk management
• Ability to prioritize, quickly synthesize information and apply regulatory requirements to a variety of scenarios
• Must exercise excellent judgement, make decisions based on a clear understanding of the regulatory framework, deploying strategies to conduct compliant business
• Excellent verbal and written business communication, as well as strong organizational, project management, analytical and negotiation skills
• Good communication skills and relationship builder with internal and external stakeholders

Work Location Assignment: Hybrid
Pfizer discovers, develops, manufactures and distributes medicines and vaccines. Pfizer wants to contribute to better health and wellness for everyone, at every stage of life. Pfizer works with the government and other health partners to provide quality and accessible healthcare. The patient is central to this story.
Pfizer has four offices in Belgium with which it supports its Belgian and international activities: 1) Anderlecht, where the Pfizer Clinical Research Unit is located. This is a fully equipped phase 1 research center. With that of New Haven (US), it is one of two Phase 1 Pfizer research centers in the world, 2) Elsene , the Belgian headquarters, 3) Puurs , Pfizer's production and packaging site, and 4) Zaventem, the international Pfizer's Logistics Center.
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Logistics & Supply Chain Mgmt
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