To support the day- to- day operations of the Representative Office of a foreign pharmaceutical company in Vietnam, ensure compliance with local regulations, coordinate effectively with government authorities and partners, and provide administrative and business support to the Chief Representative.
Key Responsibilities
Office Administration
Coordinate with suppliers: office stationery, IT support, equipment maintenance, building services, etc.
Manage incoming/outgoing correspondence, filing, documentation, and legal papers.
Prepare logistics for meetings, events, and business visits.
Assist with travel arrangements, visa procedures, bookings for visiting colleagues or partners.
Manage office supplies and assets; propose procurement when necessary.
Legal & Compliance Support
Ensure compliance with pharmaceutical regulations, including scientific events, product information materials, and promotional rules.
Monitor and maintain legal documents: RO registration certificate, authorization letters, service contracts, product- related documentation.
Coordinate with legal firms/service providers for any changes or updates related to the Representative Office.
Prepare and submit periodic reports to the Department of Industry and Trade (DOIT) and other authorities as required.
Business & Marketing Support
Coordinate scientific programs, training sessions, conferences, and marketing events.
Collect and consolidate market information, sales data from distributors.
Support preparation of business reports, minutes of meetings, presentations, and documents required by the Chief Representative.
Act as a communication bridge between the Representative Office and external partners: distributors, hospitals, government agencies, logistics providers.
Product Documentation & Import License Support (if applicable)
Liaise with suppliers to obtain required documents when requested by authorities.
Receive and maintain COA, batch dossiers, and quality documents from manufacturers.
Track progress of Import License (IL), Marketing Authorization (MA), quality documentation, and testing requirements.
Basic Accounting & Finance Support
Prepare monthly/quarterly expense reports for the Chief Representative or HQ.
Track office operating expenses: payments, advances, reimbursements.
Work with outsourced accounting services to provide necessary data and documents.
