DATE: / June 2017
POSITION: / Depot Manager – Global Depot Network
BUSINESS UNIT: / Clinical Services
LOCATION: / Craigavon
REPORTING TO: / Head of Logistics | EU
RESPONSIBLE FOR (PEOPLE): / Depot Team Leaders
OVERALL ROLE OBJECTIVE:
The post holder is responsible for the effective management of depots contracted by Almac Clinical Services, to meet the global distribution needs of Almac customers. The individual will be responsible for ensuring that the depot complies with Almac and regulatory requirements. The post holder will deploy the strategy agreed for the depot network and manage depot performance for all contracted services. The post holder will act as the subject matter expert for depot services for Clinical Services customers.
JOB SPECIFIC RESPONSIBILITIES:
The post holder will:
General duties
1. Manage the operational performance of the contracted depots worldwide to ensure that the distribution services required by the four Almac Clinical Services sites, Souderton, Durham, Singapore, and Craigavon are met.
In line with the strategy agreed with the CS VPs
2. Source new depots to meet the additional needs of the business.
3. Implement new services in depots.
4. Facilitate the negotiation and agreement of the Distributorship Agreements and Technical Agreements with each depot
5. Monitor the cost of the service provided by each depot in line with sales pricing structures. Identify areas of inconsistency between depots and agree strategy for depot pricing.
6. Ensure that the best courier contracts are established in each country, where possible establish courier accounts directly with Almac Clinical Services on preferential rates.
Internal Subject Matter Expert
7. Communicate the status and capabilities of each distribution depot to internal customers.
8. Provide expertise to internal departments in support of Depot Services e.g. at vendor selection, BD bid defence, project management of customers and individual protocols.
9. Ensure that the rationale for selecting the specific Almac depot within each country or region is clearly defined, and is understood by the internal users of depot services and its’ strategy.
10. Complete study specific pricing for customers in support of BD quotations.
11. Ensure a clear understanding is established as to the responsibilities for each depot in relation to Import Services
12. Ensure that the order processing procedures are clearly defined and cover all aspects of the customers’ requirements through depot SOP’s and the use of the Clinical Services Project Instructions and the operation of the Depot Management Gateway.
13. Establish and monitor reporting mechanisms to meet both Clinical Service and customer requirements
14. Ensure that the monthly billing procedures are in line with the terms and conditions agreed with the depot. Facilitate the communication process between depot contacts and internal staff.
Depot Performance
15. Report and monitor the condition of the depot’s facilities. Ensure the facilities are of a standard that will comply with Almac Clinical Services requirements
16. Ensure that Almac Clinical Services operations as performed by the appointed depot in each country are in compliance with country specific regulatory requirements.
17. Ensure Depot Project Instructions are being followed for each distribution protocol. When required, assist in the generation of Depot Project Instructions.
18. Ensure the depot is managing inventory effectively and in accordance with cGMP for clinical material, sundry supplies and packaging material as required.
19. Ensure the depot is managing all COSMOS distribution orders via the depot management gateway (or API if applicable) in compliance with the agreed turnaround time and process.
20. Monitor the performance of the distribution depots on an ongoing basis. Establish service level agreements with each depot.
19. Identify operational improvements required at depots to ensure competitive pricing
21. Responsible for management and follow through of any performance issues at depots.
22. Report the depot performance through the agreed set of KPI’s.
23. Act as the Operational representative at quality audits. Ensure all new facilities are audited in conjunction with the Quality department. Monitor and facilitate the close out of audit action items.
This role requires international travel (25% per annum) and coverage beyond normal working hours as required. It is a condition of your employment that you are able to fulfil this requirement of the role
GENERAL ROLE RESPONSIBILITIES:
Quality / Ensure GMP is adhered to in all areas of work.Health & Safety
/ Understand Company’s Health & Safety Policy and follow all company HSE procedures. Report all accidents or any unsafe conditions in the work place.Training and Development
/ Ensure training has been received before undertaking specific duties and that all training is recorded in training records.Human Resource Management
/ Adhere to all HR policies and procedures, to include all absence policies and procedures.Communication
/ Communicate within your own department to ensure that all relevant information is forwarded to the appropriate personnel on a regular and timely basis. Provide regular updates to your line manager regarding progress on required duties and the status of any projects.Equal Opportunities
/ Observe and adhere to the company's Equal Opportunities and Dignity at Work policies ensuring that a neutral and harmonious work environment is maintained in which bullying and/or harassment does not occur.Core Competency Framework
/ Ensure that all job specific responsibilities relating to the overall role objective are carried out in accordance with the requirements outlined within the Almac core competency framework.By signing this Job Description I accept that I have received and read the Job Description and have accepted the responsibilities identified therein.
EMPLOYEE’S SIGNATURE:
PRINT NAME:
DATE:
This job description should not be regarded as conclusive or definitive. It is a guideline within which the individual jobholder works. It is not intended to be rigid or inflexible and may alter as the Company’s strategic direction changes.
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PERSON SPECIFICATIONDATE: / June 2017
POSITION: / Depot Manager – Global Depot Network
BUSINESS UNIT: / Clinical Services
LOCATION: / Craigavon
REPORTING TO: / Head of Logistics | EU
RESPONSIBLE FOR (PEOPLE): / Depot Team Leaders
/ ESSENTIAL
REQUIREMENT /
DESIRABLE
REQUIREMENT
/ ASSESSMENT METHODQUALIFICATIONS / Bachelors Degree (or equivalent)
OR
Significant Operational experience in a logistics management role / Application Form and Documentary Evidence
EXPERIENCE / Previous management experience in an Operational role.
Previous experience in a client facing role. / Experience in Global Logistics
Previous experience of managing a Purchasing, Distribution or Logistics department. / Application Form and Interview
KEY SKILLS / Current knowledge of GMP and GDP requirements for storage and distribution of pharmaceutical product.
Detailed knowledge of GMP requirements associated with control of pharmaceuticals.
Experience of vendor selection and management and developing supplier agreements
Proficiency in the use of Microsoft Office applications (to include Word, Excel, Outlook and PowerPoint) / Conversant in supply chain management
International import and export regulations concepts
Knowledge of logistics within Clinical Supplies environment
Knowledge of ERP Systems
Contractual and commercial negotiation / Application Form and Interview
Effective negotiation and influencing skills
Effective problem solving and decision making ability
Strong leadership and people management skills / Interview Only
ADDITIONAL JOB RELATED REQUIREMENTS / Ability to meet all necessary international travel requirements (25% per year)
Ability to work beyond normal working hours, specifically whilst travelling in order to meet objectives within a condensed time frame
Valid passport / Interview and documentary evidence
ALMAC CORE COMPETENCIES
COMPETENCY / BEHAVIOUR /
ASSESSMENT METHOD
RESULTS DELIVERY / Delivers results on time, within constraints and in line with company policy and procedure and organisational strategy. Demonstrates a continuous drive for quality and a commitment to excellence. / InterviewPROACTIVE SOLUTIONS / Analyses and uses experience and logical methods to make sound decisions which solve difficult problems. Seeks practical/workable and innovative methods to deliver solutions. / Interview
LEADS BY EXAMPLE / Promotes a clear vision and mission. Acts as a positive role model for the organisation, fostering a climate of teamwork and development. / Interview
COMMUNICATION / Communicates clearly and effectively. Promotes the exchange of ideas and information across the organisation. Fosters dialogue to ensure everyone understands what is going on. / Interview
CUSTOMER FOCUS / Strives to exceed the expectations and requirements of internal and external customer; acts with customers in mind and values the importance of providing high-quality customer service. / Interview
JOB SPECIFIC KNOWLEDGE / Demonstrates required job knowledge and understanding to successfully and competently fulfill or exceed the requirements of their post. Follows correct procedures and guidelines (SOPs).
Proactively demonstrates a desire to enhance and develop their job knowledge. / Interview
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