Contract Duration - 1 year.
Position Overview:
We are looking for a highly organized and proactive Event, Logistics, and Governance Coordinator to handle the planning, execution, and management of events, logistics, and governance processes.
The ideal candidate will ensure compliance, maintain data accuracy, and provide system support for tools like IHub (Compliance System) and LEAN/Ariba (Purchasing System).
This role also involves generating reports, analyzing data, ensuring smooth operations across multiple functions, and stepping in to support team operations in the absence of other team members when necessary.
Key Responsibilities
1. Event and Logistics Management
- Plan and support the execution of internal and external events, meetings, and activities, including budgeting, documentation, and adherence to procurement policies.
- Organize events with budgets, ensuring all logistics such as venue selection, catering, transportation, and accommodation are handled efficiently.
- Coordinate with vendors to secure cost-effective rates and ensure timely delivery of services.
- Manage event registration and attendance, including logistics for international congresses and local standalone activities.
- Collaborate with marketing and medical teams to align event activities with strategic objectives.
2. Governance and Compliance
- Utilize the IHub system to manage timely data entry as per policy requirements.
- Perform quarterly quality checks in IHub to ensure data accuracy and compliance.
- Attend training sessions and support team members with system-related inquiries as a super-user.
- Manage Purchase Requests (PRs) and Service Entry Sheets (SES) for assigned activities.
- Ensure the timely creation, follow-up, and closure of PRs and SES for both planned and ad-hoc activities.
- Oversee monthly and annual accrual processes, ensuring timely closures.
- Ensure payments are processed on time and in compliance with procurement policies and guidelines.
3. Reporting and Data Analysis
- Generate detailed reports on event budgets, vendor performance, and payment statuses.
- Analyze data to identify trends, evaluate event performance, and recommend process improvements.
- Provide actionable insights to stakeholders based on event and governance data.
- Monitor key performance indicators (KPIs) to ensure objectives are being met.
4. Documentation and Continuous Improvement
- Maintain accurate records and files for all events, governance processes, and compliance activities.
- Conduct periodic reviews of open interactions in IHub and ensure closure every two months.
- Collect and analyze feedback from team members and event attendees to enhance future activities.
- Identify and implement process improvements to streamline event and governance workflows.
- Step in to manage tasks and responsibilities in the absence of other team members, ensuring seamless operations.
Required Skills
- Event Management: Ability to coordinate complex events with high attention to detail.
- System Expertise: Proficiency in using tools like IHub, LEAN, and Ariba for data entry, governance, and procurement processes.
- Data Management: Strong skills in ensuring data accuracy and maintaining high-quality deliverables.
- Reporting and Analytics: Experience in generating reports and analyzing data to improve performance.
- Time Management: Ability to handle multiple tasks, meet deadlines, and follow up on processes efficiently.
- Communication and Collaboration: Strong verbal and written communication skills to work effectively with cross-functional teams.
- Adaptability: Willingness to take on additional responsibilities and manage tasks in the absence of other team members.
Required Experience
- Experience in event coordination, governance processes, or a related role.
- Familiarity with PR creation, SES management, and accrual processes.
- Experience with medical or marketing event coordination is a plus.
Key Indicators of Success
- Smooth execution of events and logistics with positive feedback from stakeholders.
- Timely and accurate creation and closure of PRs, SES, and accruals.
- High-quality data entry and compliance with governance processes.
- Effective vendor management and cost optimization.
- Consistent performance in maintaining operations during team member absences.
IQVIA is a leading global provider of clinical research services, commercial insights and healthcare intelligence to the life sciences and healthcare industries. We create intelligent connections to accelerate the development and commercialization of innovative medical treatments to help improve patient outcomes and population health worldwide. Learn more at https://jobs.iqvia.com
