Contracts Coordinator (m/w)

Apply now »
Apply now

Date: Jan 11, 2019

Location: Monheim, Mettmann, DE

Our challenge. Your impact.


We aspire to be the patient-preferred global biopharmaceutical leader transforming the lives of people with severe diseases and need exceptional individuals to achieve this goal. We are looking for enthusiastic and talented professionals who thrive on challenge and change, who want to make a difference and deliver results.


At the earliest date possible we search for a Contracts Coordinator based


in the UCB Monheim office


who can support our Outsourcing Contracts & Strategic Partnering (OC&SP) team


The primary goal of this position is to manage the UCB and OC&SP Contracts Management Systems (CMS) and to provide contracts support as assigned within OC&SP back-office.


The Contracts Coordinator is responsible for ensuring that the status of contracts and other relevant information is entered, maintained, and made available to OC&SP personnel and relevant clinical study team personnel, from internal contract approval until archiving, as well as ensuring appropriate filing and prompt availability of all executed contracts.


Your responsibilities in this role include one or several of following accountabilities


  • Accountable for the back-office handling of vendor contracts and management of the OC&SP CMS, including but not limited to:
    • Distribute and track contracts for external and internal signatures until fully executed, working on enhancing electronic signature adherence and using improved technologies.
    • Process purchase order requests and approvals per the current departmental processes and distribute along with fully executed OC&SP contracts to external and internal clients.
    • Ensure that the CMS is up to date at all times for all OC&SP contracts, and other relevant information. Also ensure a clear CMS structure with clear rules, and where needed, provide internal OC&SP guidance on the CMS filing structure and rules.
    • Ensure that all OC&SP contracts are scanned, properly stored electronically, archived in the UCB Legal contracts database, and readily available to relevant UCB personnel.
    • Provide contractual information as requested by relevant UCB personnel.
  • Accountable for the back-office handling of site contracts (incl. CDA/MCDA), including but not limited to:
    • Circulate and track site agreements for signature, distribute to relevant parties.
    • Prepare and track courier shipments of contracts.
    • Ensure signature availability of executed site contracts, scanning wet ink executed contracts and distributing scanned copies as needed.
    • Ensure electronic filing of all site contracts per the current departmental processes.
    • Ensure archiving of site contracts in UCB Legal global contracts database, for hard copy originals
    • Monthly report checks against received executed contracts
    • Support in site contracts preparation for inspections and audits
  • Support e-Signature activities related to site contracts:
    • Review and release CRO-Partner trainees’ e-Signature tests, allowing them to e-route site contracts on behalf of UCB.
    • Support in developing training material.
    • Support with KPI and slide preparation for oversight meetings with CRO Partners.
    • CAF initiation, routing and follow-up until approval.
  • Provide departmental support and work in close cooperation with assigned personnel, including but not limited to:
    • Prepare documents and correspondence in appropriate formats.
    • Assist with preparation of presentations or meeting minutes as needed.
    • Schedule and organize meetings (Face to face, Teleconference, Videoconference, Skype, etc.).
    • Update resource assignments in the UCB project management system.
    • Coordinate office space and equipment needs e.g. work space for visitors, meeting rooms, computers/laptops.
    • Order department office supplies and process invoices.
    • Responsible for travel arrangements including: flight reservations, hotel accommodations, and expense report processing.


Your qualifications and experience level for this role:


  • Experience:
    • At least 3 years of experience in a secretarial, administrative, book-keeping, or similar business role is required.  Relevant and transferable prior experiences are preferred.  Relevant experience in the Pharmaceutical, Biotechnology, or CRO industry is a plus.
    • Experience with managing and tracking complex documentation in a regulated environment.
    • Experience dealing with legal or paralegal documentation would be an advantage.
    • Knowledge of contracts and budgets is a plus.
    • Demonstrates clear and articulate verbal and written skills with good command of the English language.  Fluency in French and/or German is a plus if position is based in Europe.
  • Competencies:
    • High accuracy in processing information in communications and data trackers
    • Excellent interpersonal skills and communication skills
    • Used to working without supervision and being in a key position upon which other people depend
    • Ability to work effectively in a global environment
    • Excellent verbal and written communication in English
    • Proficiency in the Microsoft office suite
    • Excellent time management and organizational skills
    • General knowledge of clinical development preferred including, but not limited to:
      • FDA/EMEA and other relevant regulations and guidance
      • ICH/GCP and regulatory environment
      • Development processes and roles/responsibilities
    • Ability to identify, assess and implement best practices throughout the function.
    • Proactive and flexible approach, drive and follow through
    • Independently manage multiple concurrent responsibilities in a global environment of changing priorities, without close supervision
    • Ability to build efficiencies and improve processes and procedures
    • Exercises independent judgment


Have we made you curious?


Then we look forward to receiving your online application (please only use our online application tool) for this position stating your earliest availability or actual notice period as well as salary expectations. We thank you for your interest in UCB and look forward to get in touch with you! UCB is a global biopharmaceutical company focused on the discovery and development of innovative medicines and solutions to transform the lives of people living with severe diseases of the immune system or of the central nervous system. With 7700 people in approximately 40 countries, we generated revenue of EUR 4.7 billion in 2018.


Do you want to find out more about us then visit our website:

Job Segment: Biotech, Purchasing, Law, Pharmaceutical, Biology, Science, Finance, Legal

Apply now »
Apply now
Find similar jobs: