Do you want to be part of an inclusive team that works to develop innovative therapies for patients? Every day, we are driven to develop and deliver innovative and effective new medicines to patients and physicians.  If you want to be part of this exciting work, you belong at Astellas!

 

Astellas Pharma Inc. is a pharmaceutical company conducting business in more than 70 countries around the world. We are committed to turning innovative science into medical solutions that bring value and hope to patients and their families. Keeping our focus on addressing unmet medical needs and conducting our business with ethics and integrity enables us to improve the health of people throughout the world. For more information on Astellas, please visit our website at www.astellas.com.

 

This is an office-based position in Bangalore, India.

Purpose and Scope:

To be an Ambassador of RE/WE with the principle of value creation at the core of everything we do. Be the face of Global RE and WE so focus is given to building and maintaining relationships to ensure alignment to business requirements.

The WE Cluster Lead is responsible for overseeing and supporting the office management & operations in a number of Astellas environments in EMEA. The role ensures that all workplace environments are functioning optimally and safely on a daily basis to enable a flexible and productive workplace. The position participates in the deployment of the local workplace strategy, working collaboratively with other cluster leads.

 

Essential Job Responsibilities:

Premises Management

Assist in the oversight and delivery of short and long-term service management and workplace strategies for the Astellas environments. Regularly monitor and manage space audits and present occupancy data for each site (within the cluster) to the EMEA WE Lead. Participate in relocation & refurbishment projects, focusing on workplace design, service delivery and relocation of staff (if and when required). Point of contact for landlord representatives, assisting in rent payments, rent/term reviews, lease obligations e.g. sustainability, health and fire safety. Representing Astellas, regularly attending tenant meetings arranged by the landlord representatives.

Workplace Services & Supplier Management and Contract Management

Responsible for overseeing the management of the day-to-day operations of the workplace service providers by directing, coordinating and consulting to achieve goals as defined in an MSA and outsourced supplier contract(s). Refining and communicating agreed regional and/or global Standard Operating Procedures and Policies and managing adherence accordingly. Responsible for overseeing the operational performance of the outsourced workplace services provider(s) and suppliers including auditing the agreed SLA and KPI metrics, attending scheduled meetings and liaising with local account managers and reviewing & communicating financial data etc. Responsible for monitoring and overseeing the registered tasks on the appropriate Services Helpdesk and on-site teams task lists.

Finance Management & Administration

Review and identify potential optimization opportunities. Raise Purchase Requisitions in compliance to approved local budgets and finance codes and keep tracker updated. Monthly reconciliation of purchase orders and invoices with Finance and suppliers Monthly and quarterly reconciliation of financial management budget reports including Facilities service provider financial reports. Manage and issue POs and invoice instructions to all operational suppliers. Approve or pre-approve invoices ensuring they have been correctly matched to PO and PO lines. Manage vendor requests for new or existing suppliers via the appropriate systems. Review commitment report reporting back to Finance BP and Regional WE Lead EMEA. Analyze and support in supplier contract renewals and follow Procurement and financial processes.

General Correspondence & Admin

Manage the new starter process for all outsourced WE staff, including security clearance and arrangement of access and IT equipment. Assist in the implementation and communication of regional and global workplace policies and procedures. Maintain and manage the WE SharePoint(s) page on myAstellas for each site. Manage and maintain all shared WE mailboxes and folders ensuring tasks are assigned and actioned. Attend & participate in operational and project meetings including Regional and Global WE Community meetings.

Projects/Other (Capital/Savings)

Participate and/or support in internal investment and/or savings projects by defining and executing the required workplace related actions and services in a timely and efficient manner including supporting the preparation and proposals of business cases. Participate and support RE in the planning and execution of internal office changes, moves and relocations. Support and assist in the preparation, organization and management of on-site corporate and social functions/events supporting the local Management Team. Participate and support in local engagement teams or task forces to help plan and execute internal initiatives and activities to consistently improve employee engagement and create/maintain sense of community and belonging.

Health, Safety & Environment/Sustainability

Act as an Ambassador to support and adopt initiatives in the cluster. Act as or assist the local Health and Safety Representative in the management of occupational Health and Safety (H&S) for Astellas in in each environment to ensure compliance with local workplace H&S laws and regulations. Support in the creation, communication and promotion of local, regional and global H&S procedures and policies. Support in the provision of information, instruction, training, and education to employees on Occupational H&S as required. Assist in the creation of workplace risk assessments including the recording and follow up to ensure actions allocated have been addressed. Oversee the Workplace Experience service provider team to ensure that the health and safety standards & equipment are being maintained. Responsible for ensuring all employees in each site are aware of the action they need to take in the event of fire by providing training and communication. Support in the recording of work-related accidents, incidents and near misses ensuring preventative measures are introduced to minimize work-related risks. Oversee the KPIs for occupational H&S in the workplace. Ensure inspections and safety checks for workplace H&S are carried out as per agreed frequencies. Responsible for obtaining, reviewing and submitting energy invoices and data to Global EHS function.

Business Continuity and Site Incident Plans

Participate and support each site BCP Teams representing WE management and services. Creating, communicating and regular review of specific site incident & recovery plans in line with BCP and local, regional, and global guidelines.

 

Quantitative Dimensions:

First point of contact for outsourced services providers and suppliers. Workplace Experience support service Manage/support in dealing with external WE suppliers: 20+. Operationally support in the annual WE budgets (circa €2-3m).

Interpersonal Relationships:

Internal

Interact & communicate with internal customers in local & other cluster affiliates for WE matters and services. Interact and maintain partnership with other WE Associates across Astellas EMEA.

External

Maintain optimal partnership with WE suppliers, providers, landlord/agents, building managers on a tactical / operational level and sometimes stepping up or supporting the Regional WE Lead on a strategic level.

Working Environment:

Given the nature of the role, expected to work in the office at least three-four times per week. Willing and able to come into the office during evenings and weekends and support events as required. Based in local affiliate country. Activity or project dependent, you will be required to travel to other sites within your cluster (internationally) – to perform operational reviews as required.