Associate - Submission Publishing/Archivist

Associate - Submission Publishing/Archivist

Solliciteren voor: 2017-11-30

Zoetis is the leading global animal health company with more than 60 years of experience. Zoetis discovers, develops, manufactures and markets veterinary vaccines and medicines, complemented by diagnostic products and genetic tests, and supported by a range of services.  Zoetis serves veterinarians, livestock producers and people who raise and care for farm and companion animals.  Its products are sold in more than 100 countries and in 2015, the company generated annual revenue of $4.8 billion.

Zoetis has approximately 9,000 colleagues who support sales, research and development, manufacturing and various global functions.  When you join Zoetis, you’ll have the opportunity to learn, develop your skills and enrich your career in many ways, from on-the-job training and working on challenging projects to simply learning from peers.

This full time permanent position at Zoetis requires working in English and applicants should apply in English.  The position will be split between two roles, Submission Publishing and Archiving.  Support, with specific responsibilities will be provided to groups, individuals and project teams within Veterinary Medicine Research and Development (VMRD).  All work within both roles is in compliance with corporate and VMRD policies, as well as applicable regulatory guidelines. 
 

Position responsibilities

Submission Publishing responsibilities:
•    Provide high quality submission publishing services by assembling, compiling and publishing veterinary regulatory dossiers for EU submission, meeting all internal and regulatory agency standards (e.g. VNeeS).  
•    Assuring dossiers are created with correct file naming, format, hyperlinking, and are saved in the appropriate folder structure.
•    Comfortable with tight deadlines and utilizing good communication skills to work closely with Regulatory Affairs personnel to plan for the arrival of documents needed in the dossier, thereby guaranteeing on time completion.
•    Assist with archiving dossiers and compiling metrics as needed.  
•    Maintain awareness of external regulations and guidance affecting animal health regulatory submissions, and communicate current publishing requirements within Research and Development and Zoetis as required.  

Archivist responsibilities:
•    Manage hardcopy and electronic company records in compliance with corporate procedures, SOPs, and the company retention schedule.
•    Acquire, catalogue, preserve, track, and control access to company records, whether electronic records stored in databases (e.g. Veeva Vault) or hard copy records in the file room (tracked using OmniRIM).
•    Manage the file room (e.g. by labelling documents and shelves, and by shifting documents).
•    Respond to customer search queries by providing user friendly search results, or electronic documents/scans upon request.
•    Process shipments of hard copy records to long term storage, including constructing banker boxes and lifting boxes weighing up to 20 kg.
•    Complete forms and/or capture metrics to document work performed

Lastly, participating in departmental activities such as process review teams, training, and team building is expected as required, and performing other duties as agreed with line manager.
 

Education and experience

Bachelor’s degree or equivalent through experience.
1 year experience in Administration, could be as Personal Assistant, Administrative Assistant, Archivist. Experience working with regulated standards is desirable however training will be provided in the specific software systems used.

Technical skills requirements

•    Excellent verbal and written English.  In addition, Dutch language is highly desirable and French is a plus.
•    Good knowledge of Microsoft Office Packages, including Outlook, Powerpoint, Word and Excel is required. 
•    Knowledge of archiving databases is a plus

Physical position requirements

•    Location is based in Zaventem
•    Travel requirement (0%)

Competences

Good interaction with others: This role involves interacting with both internal and external partners (face-to-face, via telephone and via email). As this is a customer facing role it is essential that the candidate be able to quickly build rapport and communicate effectively.  


Excellent attention to detail: The single most critical attribute required by this role is attention to detail. Dossiers submitted to authorities must be error free, and accuracy in archiving is essential to the ability to easily retrieve records.


Ability to manage and prioritize a varied workload: The role is split and will have many different tasks across Submission Publishing and Archiving. The candidate needs to be able to manage and prioritise these tasks to meet timelines. As a result, this role requires a high level of organizational ability.


Ability to solve problems: This role involves resolving issues related to completing regulatory dossiers on time, which may require adjustments to scope, or workarounds to keep the project on time despite missing documents.  The archiving role presents complex issues relating to managing permissions of records, or creating shipments to long term storage in such a way that future destruction is simple.  The candidate needs to be able to identify and resolve problems effectively.

To apply

Send your CV in English via email to Peter Mihm:   peter.m.mihm@zoetis.com


 

Waarom lid van de VVBAD worden?

  • Deel zijn van het netwerk van experten en collega's
  • Mee de belangen van de informatiesector behartigen
  • Korting krijgen op de activiteiten van de VVBAD
  • Toegang krijgen tot vakinformatie
  • Participeren in de verenigingsbesturen
Word lid
© Vlaamse Vereniging voor Bibliotheek, Archief & Documentatie vzw
Statiestraat 179 | B-2600 Berchem (Antwerpen)
Tel: (+32) 03 281 44 57 | email: vvbad@vvbad.be