Convention Representative

Medtronic

Riyadh, Jeddah, Saudi Arabia

Ref: RP222-16

Job description / Role

Employment: Full Time

Convention Representative (Riyadh or Jeddah)

MAIN JOB DUTIES/RESPONSIBILITIES

Operations:

- Key liaison between other internal departments – BU’s Events, Marketing, Training & Education (T&E), Finance, Legal & Compliance, etc.
- Manage the life cycle of events, e-Cats, early reservations/registration, agency fees, no show/cancellation policies, budgets, payments, etc.
- Collaborate with the various Business Groups across KSA by bringing synergies and homogenizing processes
- Resolve issues related to events management on a local and regional level.
- Manage mutual events for MEACAT in the respective event location.
- Reducing the resolution time with the concerned parties (Vendor, HCP’s, Finance, BU’s, etc.)
- Negotiate contracts and manage relationships with external vendors.
- Handle complaints from various stakeholders and take action accordingly.
- Operate within the Customer Education budget of the business and maximize the return on the budget.
- Ensure smooth running of direct events organized with the staff of the hotel where the event takes place.
- Contain and execute unforeseen events smoothly.
- Address any unexpected problems as they arise.
- Meet with KSA Business Managers periodically to obtain feedback and insight into their evolving events’ needs and the adequate consumer support systems and processes.
- Actively participate in Function and Business Meetings.
- Serve as a back-up for the team in a “buddy system”.
- Assist and support the team as needed during peak times.
- Lead special projects and adhoc initiatives as assigned with relevant stakeholders.
- Establish team operational objectives.
- Determine events calendar and team participation.

Standardization of Processes:

- Improve and enhance the customer experience and problem solving.
- Analyze operational processes and escalation procedures.
- Execute system control reports, and address all issues to ensure timely and accurate resolution.
- Work within the C&E team to create, revise, and develop Standard Operating procedures for the C&E Function.
- Enhance customer experience through improving timeliness in service delivery by achieving the guaranteed average time for events, based on agreed process.
- Spot trends across businesses; take action and make recommendations accordingly.
- Provide, when needed, process and tool enhancements or modifications and work with IT to enhance/redesign operating systems as needed.

Data Consolidation:

- Consolidate Customer Education Sheets and communicate to Finance on a monthly basis.
- Maintain updated Customer Education sheets for past and forecasted events
- Manage internal queries relating to events’ status, billing, invoicing, payment and compliance issues.
- Maintain an updated/healthy shared folder across the team.
- Maintain customers/distributors database, HCP’s contracts’ data, participation in events, and documentation of all events to support the businesses workflow and reporting.
- Maintain template files and folders per HCP per Business (FMV, CV, Honorarium letters, WO, Contracts, Hospital, etc.)
- Maintain contact list for all compliance contacts per country/regio
- Maintain accurate traceability of payments files and documents.
- Ensure that all vendors are trained on BCS

Reporting:

- Produce meaningful reports, maintain database integrity, develop and document internal procedures.
- Implement, track and continuously improve metrics and reports to support multiple business process improvements.
- Produce statistical reports per country/Distributor/HCP.

Legal & BCS Compliance:

- Compliance to MDT Policies and BCS regulations
- Ensure that the vendors and partners are compliant with MDT BCS guidelines
- Ensure that you are compliant to MDT policies and BCS regulations.
- Accountable for adhering to compliance controls and 3rd party guidelines.
- Monitor and control boycotted countries/HCPs.

Finance

- Sourcing, branding, and printing, etc. with quality verus cost effective in mind.
- Ensure payments are processed in a timely manner and booked accurately
- Keep a log of all AMEX transactions
- Consolidation vendors for printing material

Requirements

- Minimum of 4 years of relevant experience
- Creative problem solving skills with a combination of good intuitive judgment and analytical skills
- Strong attention to detail in managing events and developing communications

About the Company

Medtronic is the global leader in medical technology - alleviating pain, restoring health and extending life for millions of people around the world.

Medtronic's mission is:

To contribute to human welfare by application of biomedical engineering in the research, design, manufacture, and sale of instruments or appliances that alleviate pain, restore health, and extend life.

To direct our growth in the areas of biomedical engineering where we display maximum strength and ability; to gather people and facilities that tend to augment these areas; to continuously build on these areas through education and knowledge assimilation; to avoid participation in areas where we cannot make unique and worthy contributions.

To strive without reserve for the greatest possible reliability and quality in our products; to be the unsurpassed standard of comparison and to be recognized as a company of dedication, honesty, integrity, and service.

To make a fair profit on current operations to meet our obligations, sustain our growth, and reach our goals.

To recognize the personal worth of employees by providing an employment framework that allows personal satisfaction in work accomplished, security, advancement opportunity, and means to share in the company's success.

To maintain good citizenship as a company.

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