Administration Specialist

locations- Louvain-la-Neuve- time type- Full time- posted on- Posted Today- job requisition id- JR00013665- Zoetis est le leader mondial de la santé animale, voué à accompagner ses clients et leurs entreprises. S'appuyant sur plus de 60 ans d'expérience en santé animale, Zoetis découvre, développe, fabrique et commercialise des vaccins et des médicaments vétérinaires, complétés par des produits de diagnostic et des tests génétiques, ainsi que par une gamme de services. Zoetis est au service des vétérinaires, des éleveurs d’animaux de rente et de ceux qui élèvent et prennent soin des animaux de compagnie et de rente, avec la vente de ses produits dans plus de 100 pays.
- Zoetis compte environ 9 000 collègues qui soutiennent nos activités dans les domaines des ventes, de la recherche et du développement, de la fabrication et de diverses fonctions mondiales. Lorsque vous rejoindrez Zoetis, vous aurez l’opportunité d’apprendre, de développer vos compétences et d’enrichir votre carrière de nombreuses manières : formation sur le terrain, travail sur des projets ambitieux ou simple apprentissage entre pairs et managers. Nous bâtissons notre prochaine génération de leaders en investissant dans le développement de nos collègues.
- Job Description:

- This position provides daily administrative support for multiple groups within Veterinary Medicine Research & Development (VMRD), in Belgium and U.S.
- This position is in Louvain-la-Neuve, Belgium site.
- The contract currently offered is a fixed-term contract
- Job Responsibilities:

- The main purpose of this role is to provide high level project and general administrative support to the VMRD group.
- Providing project specific administrative support for staff in accordance with departmental standard operating procedures (SOP) and VICH (Veterinary International Conference on Harmonization) using in-house guidelines and systems to include preparing draft documentation (e.g., protocols, amendments/deviations, reports) using specific Word template system. always Ensuring strict document version control. Formatting documentation. Sending documentation for electronic and ethical reviews. Finalizing documentation using Acrobat. Scanning signature pages of final documents for storing onto a Zoetis approved system. Creating BOMs (Bill of Materials), starting from manufacturer needs until final approval in SAP system
- Direct and Indirect orders management in Ariba/SAP. New Vendor Application Form Creation / Update / Deactivation or Reactivation management. Contact with suppliers for quotation requests, contract negotiations (payment terms, costs, delivery time) and orders follow-up. Invoice releasing for payment with Account Payables. Purchase order versus Invoice reconciliation. Material reception. Financial support related to end-year closure and grant.
- Organization of shipments, Creation of import/export licenses for shipment of products and samples between various European countries, the US, or other countries. Translation of import permits. Filing of shipment documentation (e.g., customs documents). Archiving shipment documentation and samples.
- Being the Louvain-la-Neuve (LLN) point of contact for archive room, trained in the system (replacement of Preserve) to be the back-up of the main archivist and thus be able to manage files in Archive electronic system, print barcodes, monitor checkout, and return of items and send boxes for long term storage when needed.
- Maintaining training records for VMRD-LLN colleagues.
- Providing administrative support to VMRD-LLN Group Heads and general administrative support for staff to include general letters and correspondence
- Travel arrangements (for Senior Staff only), meeting arrangements
- Preparing slides and presentations using Microsoft packages
- Arrange external meeting attendance
- Organizing recruitment schedules
- Arranging video conferences and submitting publications to in-house on-line system prior to publication, plus other administrative duties as specified.
- Qualifications:

- 2 or more years of administrative/support experience, including executive support responsibilities
- Expert-level knowledge of Microsoft Outlook, Excel, Word, and PowerPoint (version 2010 or higher).
- Knowledge in SAP/Ariba
- Ability to effectively plan and complete work in accordance with stated deadlines
- Very good written and verbal communication skills in French and English
- Effective time management skills, can effectively juggle and re-prioritize work tasks as needed
- Consistently produces quality work and exhibits strong attention to detail
- Open to new ideas and enjoys seeking ways to improve upon current processes
- Can easily and quickly learn and adapt to new work processes and new systems/technology
- Experience in Pharmaceutical industry is an advantage.

Full time
- OR: