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Event Project Manager

  • Job reference: 924202
  • Location: High Wycombe, Buckinghamshire
  • Salary: Negotiable
  • Job type: Contract
  • Sector: Life Sciences, Project Management
  • Date posted: 05/03/2019

Orion Group are recruiting a Event Project Manager on behalf of one of our Multinational Pharmaceutical Clients on an initial 9 Month Contract

  • Medical Event Planning
    -Coordinate the planning of Medical HCC sensitive Events with the EMEA MAF team(s), working with Medical education science relations managers (MESRL), EMEA Medical Programme Leads (EMPL), EMEA medical affairs director (EMAD), EMEA medical advisors (EMA)
    -Attend or organize Medical Event planning meeting(s) for their respective EMEA MAF team(s) and contribute to review of annual plans for Medical Events, Educational Grants and Consultancy agreements
    - Proactively reach out to Event/Grant/Consultancy agreement owner (or escalate) in case of discrepancy between Annual planning and currently requested activities

    * Event Project Management
    - Responsible for preparation, set up, conduct and closure of Medical Events with less than 30 external participants
    - Together with internal event owner, select & contract medical communication and logistics agency for each event, ensure compliance with established rate card as determined by procurement
    - For event with less than 10 external participants, act as primary contact point for external participants and medical communication agencies
    - For event with less than 10 external participants, arrange all the logistic for the meeting and the external participants
    - For events between 10 and 30 external participants, act as primary contact point for medical communication and logistics agencies
    - Closely work with the EMEA Event Support (P2P) team to follow contract and payment processes.
    - Close and reconcile events against agreed budgets

    * Educational Grant/Consultancy or speaker agreements management
    - Together with the team, obtain the required documentation for submission
    - Advise the requester on local HCC requirements or specificities
    - Closely work with the EMEA Event Support (P2P) team to follow contract and payment processes

    * HCBI tasks
    - Management all HCBI aspects related to event project management (?30 HCPs) and Educational Grant/Consultancy or speaker agreements management:
    - iCONNECT submission, exception or incident,
    - post event reconciliation, filing and archiving,
    - Transfer of Value (ToV) and disclosure

    * Budget management tasks
    - Follow-up with involved agencies their budget estimates and work orders/contract
    - Request PO numbers and work closely with the EMEA Event Support Team (P2P)
    - Follow up on invoices and reconciliations
    - Responsible for budget planning, tracking and reporting of small events, research grants and consultancy agreements activities
    - Responsible for budget tracking for EPMLs in evidence generation team, by consolidating information acquired from global clinical operations (GCDO) and finance
    - Support consolidation of their respective EMEA Medical Affairs Product team(s) budget - in accordance with finance update cycles, escalating budget discrepancies as appropriate

    * General
    - Ensure that all activities are carried out in compliance with regulatory guidelines, HCBI and company policy
    - Maintain open communication and cooperation with other individuals in EMEA Medical Affairs Team to ensure knowledge exchange and sharing of good practice.
    - Act as Subject Matter Expert "Champion" on at least one business process related to Medical HCC sensitive event or budget management (act as go-to expert, train others,eg finance, TOV, P2P, advisory board), and provide advice and input into the EMEA MAF and related organisations into these topics
    - Look for efficiencies and improvements in the related business processes
    * Fluency in English language required.
    * Fluency in additional EMEA languages an advantage
    * Flexibility to travel occasionally within Europe

Essential skills include basic Word, PowerPoint & Excel (Intermediate level in all 3 is desirable).

Our role in supporting diversity and inclusion
As an international workforce business, we are committed to sourcing personnel that reflects the diversity and values of our client base but also that of Orion Group. We welcome the wide range of experiences and viewpoints that potential workers bring to our business and our clients, including those based on nationality, gender, culture, educational and professional backgrounds, race, ethnicity, sexual orientation, gender identity and expression, disability, and age differences, job classification and religion. In our inclusive workplace, regardless of your employment status as staff or contract, everyone is assured the right of equitable, fair and respectful treatment.