Team Assistant Gi/ns/vac Business Unit

**People First** - At Takeda we are dedicated to improving the health and well-being of all people and bringing them the hope of a brighter future. It is our passion that transforms every job into meaningful action. Our people are the heart of Takeda.

Our team is growing and for this we need bright minds with creativity and flexibility - **what talent do you have?**

**We are currently hiring for a Team Assistant (all genders) Business Unit GI/NS/Vac in our office in Zurich Opfikon (80-100%)**:
**ROLE OBJECTIVE**
- Take ownership and organisation of team administration to enable efficient, effective and compliant engagement with our customers, suppliers, and stakeholders
- Reporting into the Head of the BU, the individual would play an important role working with the business unit broadly to accomplish critical business activities
- Ensuring high quality and compliant conduct of marketing and sales activities as well as business operational duties
- Coordinates activities and provides the essential support to build and maintain Takeda’s business operation and processes
- Continuously develop and communicate efficiencies for functional area, develop and refine administrative procedures/streamline processes

**MAIN TASKS**
- Responsible for actioning the entire BU’s Activity Management Requests;
- AMT (Activity management tool)
- adhering to ethics & compliance rules and requirements for close-out
- entry for approvals, collecting & uploading documents
- Contract Management (German, French, English)
- create final contracts for signing, collect signatures (electronic & wet ink)
- provide guidance to requester on contract type / liaise with legal for text amendments and approvals
- ensure content correctness and upload for legal storage
- ARIBA/MDG/SAP
- support team with invoice uploads, invoice queries, PO changes, new vendor account set-ups and vendor extensions
- create purchase orders in readiness for 3rd party invoice matching and ensure correctness of data for successful OpEx and accrual reporting
- Tracking - ensure all activities are documented and status updated throughout life cycle until activity is closed
- Finance - collaborate with the Swiss LOC finance controller to work on continuous improvements related to Takeda’s Purchase to Pay processes and problem-solving day to day issues
- Planning of internal and external business meetings, workshops/team building as required
- Independently drive and complete assigned projects
- Proactively pick up any ad-hoc / unplanned tasks / issues as required
- SharePoint Administrator - manage BU specific materials, content, format etc.
- Facilitate and take part in weekly meetings for the Swiss LOC Team Assistants group, track, and assign actions
- Inbound and outbound post services - physically be present in the office to manage post (as per predefined assistant's weekly schedule)
- Back-up for other Team assistants as required

**REQUIREMENTS**
- Fluent English and German both written and oral is mandatory; French is a plus
- Excellent communication and organization skills
- Service minded, structured and open-minded working style
- Very strong in communication and able to deliver a high working level
- Practical business-oriented solution approach
- Experienced in Microsoft Office (Outlook, Word, Excel, and PowerPoint
- Positive “Can do” attitude, friendly, flexible, proactive, assertive, committed, reliable, team player
- Capable of working independently as well as in teams and can multitask with ease
- Able to stay professional and calm in challenging situations
- Take ownership for given responsibilities, adaptable and willing to accept and embrace change

**Empowering our people to shine**

**Diversity, Equity, and Inclusion**

**Locations**:
Zurich, Switzerland

**Worker Type**:
Employee

**Worker Sub-Type**:
Regular

**Time Type**:
80-100%