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
A. Office Administration
- Manage incoming/outgoing correspondence, filing, documentation, and legal papers.
- Coordinate with suppliers: office stationery, IT support, equipment maintenance, building services, etc.
- Manage office supplies and assets; propose procurement when necessary.
- Assist with travel arrangements, visa procedures, bookings for visiting colleagues or partners.
- Prepare logistics for meetings, events, and business visits.
B. Legal & Compliance Support
- Prepare and submit periodic reports to the Department of Industry and Trade (DOIT) and other authorities as required.
- 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.
- Ensure compliance with pharmaceutical regulations, including scientific events, product information materials, and promotional rules.
C. Business & Marketing Support
- 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.
- Coordinate scientific programs, training sessions, conferences, and marketing events.
- Act as a communication bridge between the Representative Office and external partners: distributors, hospitals, government agencies, logistics providers.
D. Product Documentation & Import License Support (if applicable)
- Track progress of Import License (IL), Marketing Authorization (MA), quality documentation, and testing requirements.
- Receive and maintain COA, batch dossiers, and quality documents from manufacturers.
- Liaise with suppliers to obtain required documents when requested by authorities.
E. Basic Accounting & Finance Support
- Track office operating expenses: payments, advances, reimbursements.
- Work with outsourced accounting services to provide necessary data and documents.
- Prepare monthly/quarterly expense reports for the Chief Representative or HQ.
Qualifications & Competencies
Education
- College/University degree in business administration, office administration, foreign languages, accounting, or related fields.
Experience
- At least 12 years of experience in administrative/assistant/coordination roles.
- Experience in the pharmaceutical industry, foreign companies, or Representative Offices is an advantage.
Skills
- Good English communication skills (required).
- Proficient in MS Office: Word, Excel, PowerPoint.
- Strong organizational, planning, and time-management skills.
- Good communication skills and ability to work with government agencies.
- Detail-oriented, honest, responsible, and compliance-minded.
Benefits
- Competitive salary and performance-based bonus.
- International working environment with exposure to industry experts.
- Training and development opportunities from regional or global teams.
- Annual leave and insurance benefits according to local regulations and company policy.
