Event, Logistics, and Governance Coordinator iqvia

1. Event and Logistics Management

• Plan and support the execution of internal and external events, meetings, and activities, including budgeting, documentation, and adherence to procurement policies.
• Organize events with budgets, ensuring all logistics such as venue selection, catering, transportation, and accommodation are handled efficiently.
• Coordinate with vendors to secure cost-effective rates and ensure timely delivery of services.
• Manage event registration and attendance, including logistics for international congresses and local standalone activities.
• Collaborate with marketing and medical teams to align event activities with strategic objectives.

2. Governance and Compliance

• Utilize the IHub system to manage timely data entry as per policy requirements.
• Perform quarterly quality checks in IHub to ensure data accuracy and compliance.
• Attend training sessions and support team members with system-related inquiries as a super-user.
• Manage Purchase Requests (PRs) and Service Entry Sheets (SES) for assigned activities.
• Ensure the timely creation, follow-up, and closure of PRs and SES for both planned and ad-hoc activities.
• Oversee monthly and annual accrual processes, ensuring timely closures.
• Ensure payments are processed on time and in compliance with procurement policies and guidelines.

3. Reporting and Data Analysis

• Generate detailed reports on event budgets, vendor performance, and payment statuses.
• Analyze data to identify trends, evaluate event performance, and recommend process improvements.
• Provide actionable insights to stakeholders based on event and governance data.
• Monitor key performance indicators (KPIs) to ensure objectives are being met.

4. Documentation and Continuous Improvement

• Maintain accurate records and files for all events, governance processes, and compliance activities.
• Conduct periodic reviews of open interactions in IHub and ensure closure every two months.
• Collect and analyze feedback from team members and event attendees to enhance future activities.
• Identify and implement process improvements to streamline event and governance workflows.
• Step in to manage tasks and responsibilities in the absence of other team members, ensuring seamless operations.

Required Skills

• Event Management: Ability to coordinate complex events with high attention to detail.
• System Expertise: Proficiency in using tools like IHub, LEAN, and Ariba for data entry, governance, and procurement processes.
• Data Management: Strong skills in ensuring data accuracy and maintaining high-quality deliverables.
• Reporting and Analytics: Experience in generating reports and analyzing data to improve performance.
• Time Management: Ability to handle multiple tasks, meet deadlines, and follow up on processes efficiently.
• Communication and Collaboration: Strong verbal and written communication skills to work effectively with cross-functional teams.
• Adaptability: Willingness to take on additional responsibilities and manage tasks in the absence of other team members.

Required Experience

• Experience in event coordination, governance processes, or a related role.
• Familiarity with PR creation, SES management, and accrual processes.
• Experience with medical or marketing event coordination is a plus.