• Procurement and Budget Tracking.
• Prepare and process all purchase orders, invoices, and other payments (within 72 hours of receipts) and reconcile departmental expenses when problems arise (initiate request for resolutions with 72 hours of identification).
• Maintain tracking system for all payments that flow though the U.S.
• Obtain actual and prepare spending reports (after the close of each accounting periods as requested by manager for global group).
• Work within Finance on monthly expenses and departmental budget forecasting & tracking. Contract Management
• Maintain FCPA compliance with agreement’s and initiate follow-up actions as needed.
• Coordinate the compilation, distribution and storage of all departmental legal agreements and related U.S.-routed documents utilizing Ariba contracts and update all (global) post-agreement records via tracking documents and POMS.
• Coordinate the entry of all CDAS agreements into Ariba contracts, POMS, and our master agreement list. Supply information for agreement audits as needed. Information Systems and Reporting
• Enter unsolicited opportunities into POMS.
• Management of the partnering inbox from our website to assign “New Submissions” reminding opportunity owners that submissions (15 days and older) need to be progressed into Initial Review. Upload and maintain new content within departmental SharePoint site.
• Maintain monthly and High Priority BD Report (Business Development). Operations and Administrative Performing various administrative functions under minimal supervision for CDAS – US/Florham Park based colleagues. Calendar management through Outlook; Arranging various meetings; corresponding with other team members within the group; assisting with all aspects of meeting planning and special events including offsite full team meetings, reserving conference rooms; assisting with meeting materials i.e. agendas, presentations, pre-read materials; binders and other necessary documentation – in a timely manner.
• Making travel arrangements including air, hotel and ground transportation; developing travel itineraries. Expense Reports: Prepare and maintain expense reports in a timely basis through expense reporting system; must have ability to take the initiative in solving problems independently.
• Legal documents: Independently sort and distribute incoming materials and distribute key documents to appropriate team members for signature and filing.
• Back-Up Support: Provide support directly to Senior Vice President in Executive Assistant’s absence.
KEY CRITERIA: Finance Background. Data Systems Management. Experience with Contract Management & Compliance. Managing Global Budgets. Ability to track capital and expense projects.
SKILLS: SharePoint, Microsoft Word, Excel, PowerPoint, Outlook, SAP. Experience with numerous computer system programs.