Current Vacancies at Aspen Pharma Group

Description

Assist Finance Lead:

• Costing and Management Accounts in preparing final costs for tenders and budgets.
• Prepare preliminary costs and commercial evaluations for various business decisions.
• Prepare standard cost variance analysis on reporting variances.

Requirements

Cost Accounting

• Assist with budgets, tenders, and reviews.
• Prepare product and preliminary costings, specific cost impacts and carry out associated procedures.
• Record cost information for use in expenditure control
• Maintain financial system integrity, including checking signal codes are applied correctly and product costs are complete and accurate.
• Maintain costing database.
• Implement and review changes to item master.
• Applied marginal costing where applicable for transfer pricing.
• Ensure all transfer pricing mark ups are adhered to.
• Roll up new products.
• Assist in month end closure of the General Ledger and other reconciliations, as required.

Analysis and Reporting

• Perform and report on feasibility studies
• Analyse and report on changes in products, materials, and methods to determine effects on cost (commercial evaluations)
• Conduct and report on cost review and analysis and on benchmarking and trend analysis
• Analyse and advise on factors affecting prices and profitability.
• Prepare and provide reports on standard cost variances.

Operational Input

• Provide technical and operational input on operational planning of the unit and on the prioritisation of objectives
• Indicate required changes in resources to enable achievement of work objectives.
• Monitor and control the use of assets and resources within area of responsibility.
• Apply advanced understanding of area of specialization.
• Analyse concepts and suggest streamlined procedures.
• Provide information for reports, as required by Supervisor.
• Compile standardized reports and consolidate documents.
• Comply with document filing requirements and maintain and update records and systems as required.
• Update SOPs on a continual basis
• Undertake IT improvement projects, where required.

 Skills Required

Background/experience

• 4 to 6 years’ experience in an accounting role in a manufacturing organization
• BCom Degree in Financial Field or equivalent

Specific job skills

• Computer literacy: proficiency in Excel, Word, PowerPoint, and a fully integrated ERP system

Competencies

• Offering Insights
• Maintaining Accuracy
• Managing Performance
• Interrogating Information

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JOB PURPOSE

To aid and support Group Consolidation and reporting team in delivering quality, timeous and accurate Group consolidated financial information for all actualities – actual, budgets and forecasts to all relevant stakeholders including external auditors, internal auditors, Group Reporting Executive, Group CFO, board members and external stakeholders. Responsible for preparing and processing of elimination and other applicable consolidation journal entries and ensuring all intercompany balances and transactions contra. Provide updates of all Group reporting deadlines to relevant stakeholders as well as following up and coordinating adherence of these deadlines. Responsible for ensuring that foundation systems used to prepare an accurate and timeous consolidation has been submitted on time, this include (but not limited to):

• Sales and cost of sales information in GFS system
•  Submission of financial statement information in Cognos by affiliates
• Submission of additional information by all affiliates

Responsible for assisting with the preparation of the subsidiary financial statements using Caseware and ensuring compliance with Group. Liason between external audit and other stakeholders to ensure timeous sign-off of these AFS without major findings.

KEY PERFORMANCE AREAS

Group Reporting:

• Prepare Group management accounts for all actualities timeously;
• Prepares and processes Group elimination consolidation journals.  Ensuring all journals are complete, accurate with relevant supporting information.
• Reconcile Cognos submissions and review of information provided by all affiliates to ensure compliance with Group policies and accounting principles
• Reconcile and clear discrepancies between GFS sales and cost of sales information to Cognos
• Prepares all discontinued information in co-operation with Group consolidation manager to ensure information is accurate and timeous for all current and historical periods
• Executes improvements in data formats and processes to drive reduction of reporting days from a Group perspective
• Prepare and coordinates of all Group reporting deadlines to relevant stakeholders as well as reporting on adherence of these deadlines as well as ensuring compliance of these deadlines
• Combines responsibility with the rest of the team to ensure Group reporting is improving with 2 days by the end of 2022
• Responsible for providing accurate information to STATS SA.

Cognos Support: 

• Assists affiliates and all relevant stakeholders on Cognos related aspects to enable them to provide Cognos information timeous and accurate
• Locks dormant Cognos companies on a monthly basis
• General maintenance of reporting packs (Submission 1, 2 and 3) for affiliate and external auditors

Systems:

• Responsible to ensure that all sales related information submitted by affiliates are submitted on time and that the information is accurate  and relevant
• Responsible to ensure that all cost of sales  related information submitted by affiliates are submitted on time and that the information is accurate and relevant
• Manages all changes to master data information submitted into the GFS system relating to the above items as well as communication to the relevant stakeholders of changes
• Uploads monthly exchange rates (aligned with Cognos exchange rate) into GF

Projects:

• Prepare and assist team to prepare subsidiary AFS using Caseware and enhance disclosure and improve timelines as well as standardising financial statements.
• Assists the team in driving an overall reduction in reporting days of between 2/3 days a year
• Takes-on Cogs process in the GFS system (aligned with current revenue process)
• Plays an essential role in meeting the reduction of subsidiary AFS sign-off by 4 weeks

Stakeholder Management:  

• Builds a strong relationship between Consolidation team/Finance Project Team/Finance Project Team
• Collaborates with subsidiaries and external auditors to assist with meeting Group deadlines

Annual Financial Statements:                                                                                                                                                             

• Prepares of Subsidiary Annual Financial statements.
• Prepares of subsidiary annual financial statements in compliance with IFRS using Caseware.
• Liason with Group and subsidiary external auditors to ensure subsidiary AFS are sign off timeously             

Requirements

JOB REQUIREMENTS

Educational qualifications & experience:

• BCom Accounting degree or similar
• +3 years’ experience within a Group consolidation team with detailed knowledge of consolidation processes

Specific experience, knowledge and registrations:

• Commercial knowledge
• Pharmaceutical industry knowledge
• Good systems knowledge on Cognos and any other  consolidation systems and related financial reporting and business analysis application
• Detailed understanding of IFRS principles
• Knowledge of Global financial system
• Knowledge of Consolidation processes and principles

Work-specific skills & exposure:

• Advanced excel skills
• Excellent TM1 skills
• Good knowledge of Cognos system
• Excellent communication skills
• Strong CaseWare skills

Skills and attributes:

• Ability to interact with global colleagues and assist with technical queries and develop strong working relationships;
• Commercial and business awareness;
• Must be analytical with a focus on attention to detail, sense of urgency and deadline orientated;
• Energetic, self-motivated, with good problem-solving skills, initiative and a passion for service excellence;
• Good interpersonal and communication skills (verbal & written);
• Ability to function under pressure and organized approach and ability to prioritise deliverables
• Be able to influence and motivate the team including peers;

Knowledge:

• Accounting processes; finance systems; technical accounting; detailed IFRS knowledge; consolidation processes; continual updates of latest accounting practices and standards

ASPEN COMPETENCIES:

Business: 

• Performance Driven - ability to operate with a high level of energy, whilst remaining focused on the required outcomes. ‘Can do attitude’ and the courage to enter unknown territories. Set demanding targets and continually strive for high standards.
• Makes Good Decisions – solution orientated, innovative, agile and proactive. Good decisions are informed decisions. Employees need to seek information, isolate issues, hear.
• Create the future – challenge the convention and seek to find more productive and cost-efficient ways of doing things, continuously improving systems and processes to the benefit of Aspen.

People:

• Communicates effectively – Clear and transparent communication leads to clear understanding. Sincere messaging with no hidden agendas.
• Dealing with ambiguity and embraces change – ability to comfortably initiate change and overcome obstacles operating with a high level of flexibility. Show resilience in the face of constraints, frustrations or adversity.

Self:

• Contributes special expertise - contribute specific technical or functional expertise in their chosen career and possess an understanding of the bigger pharmaceutical industry picture.
• Takes action with integrity –internalise the principles of the Aspen Code of Conduct and demonstrate integrity, fairness, accountability, respect, transparency and sincerity.

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JOB REQUIREMENTS: 

To enable the effective, accurate, complete, and timeous accounting of stock-related transactions in line with key responsibilities; Control all aspects of the Cash Book. Maintain complete and accurate processing, reporting and recording of cashbook entries. Ensure adherence to monthly and annual reporting deadlines.

Roles & Responsibilities:

Invoice matched to purchase order and processed for finalization (Quantity and Value)

• Ensure accurate invoice processing in keeping with month-end timelines. PPF invoices reviewed, and PO creation requested from Accounts Payable team
• Address queries with Demand Planners, Warehouse and Commercial Managers
• Check invoice adheres to SARS requirements
• Check all backup documentation is attached and follow up to ensure the completeness of invoices
• Ensure transactions are accurately recorded and complete. Analyse and maintain the Goods Received, Invoice Receipt (GRIR) and Supplier Age Analysis

Select invoices for payment per supplier

• Ensure that invoices are paid in accordance with agreed payment terms
• Ensure that payments to suppliers are accurate and complete

Ensure supplier's recon is balanced back to ledger timeously

• Confirm supplier receivables account is up to date
• Any overdues to be deducted from payment

Confirm inter-company stock balances for the month

• Ensure the timeous payment of intercompany balances

Analysis and comment on GRIR recon for reporting by the 20th

• Set up monthly meetings to take management through the details, action plans and commentary on the GRIR. Daily GRIR summary distributed to management to show movement and status of invoice processing.

Journals to be processed and finalized timeously

• Revaluation should be released to Purchase Price Variance (PPV), if and when applicable. Review Billback GL and process any movement journals. 
• Intercompany GIT journal 
•  GL recons 

Cashbook Function

• Ensure daily bank statements are received and automatically posted on SAP.
• Perform manual posting if automatic posting is not done.
• Manually allocate all unmatched items of bank detail on all bank accounts relevant
• Forex transactions / other transaction (not AP / AR related) must be accurately and completely allocated and matchedPreparation, loading and request for authorization of EFT transfers & payments on the FNB platform.
• Payments that are not completed/ actioned by AP (VAT; Withholding tax, Royalties, and the like)General ledger Reconciliation of Bank related accounts.
• Unallocated Cash recon. Investment account.
• Cash in transitGeneral ledger Reconciliation of Bank related accounts.
• Unallocated Cash recon.
• Investment account.
• Cash in transit
• Any other cashbook-related requests

Cashbook – Month-end tasks & petty cash

• Verify receipt of Interest payment by Enterprise Development (ED) loan counterparties.
• Clearing journals/Allocation journals/ Correction journals related to recon follow-ups.
• Month-end journals that are applicable and not mentioned in any of the other categories
• Quarterly review of bank account signatories 
• Any added-on bank accounts via business changes and evolution.
• Responsible for Woodmead and Regional petty cash.
• Re-imbursement and top-ups to be done monthly. Reconciliation of petty cash to be done monthly for Woodmead. Capturing of transaction per reconciliation

General

• Internal and external suppliers are constantly updated as to the progress of their queries
• SOP's:  Compile, implement, distribute, and regularly update
• Audit:  Ensure that all matters pertaining to internal and external audit are dealt with timeously and accuratelyQueries:  Effectively responding to queries (speed; accuracy; professionally)Ensure that back-up is available/trained at all times

Requirements

Education & Experience:

• Matric / Grade 12
• Relevant financial qualification
• At least 3 years work experience in a financial environment
• Computer literate – strong in MS Excel, MS Word and a fully integrated computer system
• Accounting for purchases of inventory items preferred
• Fleet administration experience preferred
• SAP experience advantageous 

Skills and Attributes:

• Good planning and organisational skills
• Efficient time-management skills
• Good interpersonal and communication skills (verbal & written)
• Numerical acumen
• Analytical skills
• Adaptable to change
• Highly motivated, energetic & proactive
• Problem-solver, who can exercise good judgment
• Ability to work calmly under pressure
• Focused on attention to detail, and deadline-driven
• Responsible & accountable 

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Purpose of Position

• To Implement and maintain a Quality Management System compliant with GDP/GWP requirements. To ensure compliance of the warehouse to pharmaceutical requirement as stipulated by SAHPRA.

Key Responsibilities

OPERATIONAL ACTIVITIES:

• Follow and resolve all distribution quality queries in the shortest possible timeframe within policy framework.
• Display a professional attitude when responding to customer’s needs.
• Propose and continuously develop methods to improve customer services.
• Respond to distribution quality-related complaints and liaise with customer and regulatory affairs.
• Interact with SAHPRA & SAPC.
• Liaise with Aspen QA Managers relating to quality issues

QUALITY MANAGEMENT SYSTEMS

• Ensure that site is informed and aware of the Quality policies.
• Direct and manage the Quality Management System.
• Monitor key performance areas relating to quality.
• Establish quality plans for the warehouse.
• Generate, maintain, monitor and review SOPs to ensure effectiveness.
• Ensure training of quality procedures for site
• Ensure training of desired level of GDP/GWP
• Develop and train own staff
• Ensure availability of training records for inspection
• Direct and manage implementation of applicable quality standards
• Monitor VMP, review and authorize VMP
• Monitor and review calibration and validation status of equipment
• Ensure effective Change Control and Deviations control and management system is in place.

MONITORING AND MEASUREMENT

• Review processes to ensure compliance for audits
• Ensure compliance to procedures, GDP/ GWP and regulatory requirements.
• Monitor temperature and humidity, analyses data and compile reports
• Ensure Non-conformances are recorded, investigated and corrective action implemented 

AUDITING

• Plan internal audits
• Conduct internal audits – ongoing
• Write reports and follow up on corrective actions
• Feedback to senior management
• Facilitate Vendor audits as when required
• Compliance to procedures, GMP/GDP/GWP and regulatory requirements

REGULATORY

• Compile and maintain site master file
• Review and inspect for regulatory compliance
• Familiarize with PIC, FDA and MHRA / MCC standards
• Ensure compliance to regulations for relevant markets
• Report to Distribution Manager regarding operational requirements
• Maintain relevant delegation letters
• Maintain licenses for premises and personnel to MCC, SAPC and DOH
• Ensure SLAs are in place with relevant
• Service Providers
• Review and maintain Technical Agreements/SLA’s to ensure quality matters relating to warehousing/distribution of pharmaceutical goods is clearly addressed

STOCK CONTROL

• Stock losses should be minimized by implementation of appropriate security measures
• Monitor stock discrepancies by reviewing inventory adjustments performed and cycle count results 
• Report on stock losses using internal reporting structures, and when required, the relevant regulatory authorities. 
• Compile Annual International Narcotics Control Board Report for submission to the Department of Health (DOH)
• Oversee compilation of monthly reports on Export permits / Schedule 5 & 6 medications

RECALLS

• Assist Manufacturer/ Applicant/Holder of Certificate of Registration with recall process

TRAINING

• Oversee training for site both internal and external
• Oversee Induction and SOP training
• Oversee SOP training
• Oversee training profiles for employees

GENERAL

• Ensure compliance with SHE requirement
• Ensure that Health and Safety procedures are adhered to, and correct PPE are used
• Repair and maintenance of equipment and facilities

MANAGEMENT

• Manage departmental financial, SHE, HR and GMP responsibilities and activities
• Plan, lead, allocate and manage departmental activities, resources, and tasks in accordance with agreed budgets, service/delivery targets and daily/weekly/monthly plans
• Establish and maintain appropriate systems for operational management and measurement
• Develop and implement continuous improvement plans and actions
• Manage departmental absenteeism

  FINANCIAL

• Set Annual Budgets and Quarterly Forecasts
• Meet output requirements, while containing expenditure
• Meet targets on yields and write offs
• Ensure capital expenditure plans are met
• Ensure control and approval of expenses in accordance with the company approvals framework
• Control all inventory in area of responsibility
• Ensure annual stock stakes meet control requirements

HUMAN RESOURCES / PEOPLE

• Promote diversity, equal opportunity and fair treatment in the workplace
• Execute company EE plan, procedures and targets
• Formulate and execute a Workplace Skills Plan in conjunction with the HR Department
• Manage staff performance through the Company Performance Management program
• Manage staff succession through the company succession planning program

GDP/GWP

• Comply with GMP/GLP requirements as outlined by company SOP’s and written instructions in all tasks and activities
• Ensure that products stored according to the required SOP’s and documentation
• Complete all records and reports timeously and accurately as described in the relevant SOP’s, protocols and associated documentation.
• Ensure that the required resources, systems and SOPs are reviewed, authorized and are regularly monitored, adapted and improved to ensure compliance to GDP/ GWP regulations/standards and the product license
• Ensure that environment (facilities and equipment) is maintained to GDP standards
• Ensure that the initial and continuing departmental personnel training is carried out and recorded
• Ensure that records are evaluated and corrected before they are sent to the Quality Department
• Investigate and initiate corrective actions for all quality deficiencies

Health, Safety and Environmental Standards

• Carry out any duty or requirement imposed on the company by the OHS Act and in accordance with your specific SHE appointment
• Ensure that all employees are informed of their scope of authority as contemplated in the OHS Act
• Take full responsibility and necessary measures to ensure that the requirements of the OHS Act are complied with by every person in your employment or on premises under your control where plant and machinery are produced
• Ensure that reasonably practicable steps are taken to identify, manage, eliminate or mitigate any hazard or potential hazards to the safety or health of employees, attached to any work performed, any article or substance produced, processed, used, handled, stored or transported and any plant, machinery which is stored or transported
• Report any unsafe or unhealthy situations to SHE representative or Line Manager
• Report any incident to the SHE representative or Line Manager which may affect your health or cause injury

Requirements

Key Behavioral Dimensions and skills:

• Strongly motivated to provide service to customers
• Motivated, flexible and able to work within a team-orientated environment
• Logical thinking and information seeking
• Ability to follow and issue instructions
• Planning, organizing and communication skills
• Meticulous attention to detail

Requirements:

• B Pharm or equivalent
• GDP Certificate an advantage
• Current registration with Pharmacy Council
• Minimum 2 years Quality Assurance Management and systems experience
• Minimum 2 years’ experience as a Responsible Pharmacist
• 5 years’ experience as a Pharmacist in a distribution environment
• Thorough understanding of GDP/GWP