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A Range of Possibilities

Commercial Assistant - Vaccine

date posted 08/13/2022
contract type Full time
job id R2657274
location Toronto, Canada

Reference No. R2657274

Position Title: Commercial Assistant - Vaccine

Department: ICS & CI Supply Chain

Location: Toronto, Canada

Sanofi Pasteur: The world’s leading vaccine company

Sanofi Pasteur, the vaccines division of Sanofi, is the largest company in the world devoted entirely to human vaccines. Our driving goal is to protect people from infectious diseases by creating safe and effective vaccines. Our company distributes more than 1 billion doses of vaccine each year, making it possible to vaccinate more than 500 million people across the globe. Sanofi Pasteur offers the broadest range of vaccines in the world, providing protection against 20 bacterial and viral diseases.

Sanofi is dedicated to supporting people through their health challenges. We are a global biopharmaceutical company focused on human health. We prevent illness with vaccines, provide innovative treatments to fight pain and ease suffering. We stand by the few who suffer from rare diseases and the millions with long-term chronic conditions. With more than 100,000 people in 100 countries, Sanofi is transforming scientific innovation into healthcare solutions around the globe.

SUMMARY OF PURPOSE / MAJOR RESPONSIBILITIES:

Primarily the role is to independently manage and coordinate the International Order Fulfillment process (Commercial shipments) as well as Non-Commercial requests.  Through order creation and overall supply chain management with a specific focus on customer master data and services, the Commercial Assistant acts as the global liaison between departments and customers to maintain a seamless movement of freight.  The Commercial Assistant is the team member who creates and processes the international deliveries in SAP, as well as maintaining strict adherence to the LOOPS process. Commercial Assistants are required to monitor the timely completion of statistical data for commercial and non-commercial deliveries; run and provide BI/SAP reports for ad-hoc requests originating from different creation, editing and maintenance of departmental procedures and documentation.  In the absence of Department’s Manager, the Commercial Assistant act as the Managers proxy and overseas the complete ICS departments daily tasks while maintaining a high level of customer care.

Commercial Assistants are tasked with weekly and monthly analysis and reporting of Customer Service’s KPI’s (OTS, backorders, complaints); handling all customer’s queries and orders; providing training when requested.

KEY ACCOUNTABILITIES:

Pre-Sales

  • Provide support to all customers, with the ability to process all shipments pertaining to International (Import & Export) trucking and Air, domestic activities as well as liaison for global Agents and forwarders when required.

  • Facilitate the distribution of automated documentation through IShift interface to all required parties via email or digital upload. 

Receipt of Orders

  • Facilitate communication through IShift via an interface with KN.

  • Alert Manager of issues and propose solutions as required based on inventory levels, batch details or Country requirements that can no be met within required timeframes.

Order Processing

  • Support for the region for the provision of administrative documents or bank documents ahead of orders, customer information verification and/or business condition.

  • Acknowledges receipt of the order for third-party customers.

  • For the subsidiaries, organize export shipments as requested (following LOOPs).

  • Compliance with forecasts and allocation plans (LOOPS) based on regional stock.

  • Assist Planning with purposed transition to SBRS

  • Inform the customer(s) of any deviations which may cause a delay jeopardizing the OTS

  • Enters orders after finalizing different controls have been met.

  • Maintains order portfolio using ICS SharePoint.

  • Identify, prepare, and coordinate internal and international customs docs, create pro-forma invoices and BOL as required, Facilitate the distribution of automated documentation through IShift interface to all required parties via email or digital upload. 

  • Ensure each delivery is 100% complete with correct supply statistics data (Through reporting from IShift).

  • Confirm shipping schedules with freight forwarders ensuring carriers will arrive.

  • Plan and books shipments through forwarder and shipping.

  • Handles shipments as assigned (shared between team).

  • Liaise with France as well as Affiliates to address issues as they arise.

  • Mails, courier original set of documents including anti-counterfeit release docs when appropriate.

Invoicing

  • Processing credit/debit requests in IShift and collects signatories' validations (Request for Credit/Debit Form).

Compliant Management

  • Follow internal procedures for Transfer Prices creation/update in SAP.

  • Create Commercial shipment in Coldstream database prior to the scheduled ship date.

  • Liaise with Local and Regional Regulatory Affairs contacts to ensure compliance.

  • Temperature excursions and resolution.

  • Coordinate and checks all other mandatory documents (Import permits, Import Declaration, cover letters) provided by the requestor required to be sent with the shipment (Through IShift audit).

  • Works within the policies, procedures and regulations as required by the Company and under the Occupational Health and Safety Act.

Archiving

  • Coordinate reports requested by Local and Global affiliates.

  • Review of Monthly Product Forecast/Allocation of batches for each International order.

  • Support management in the demand forecasting process; making use of, and helping to develop necessary tools to support the forecasting activates.

  • Maintain a robust network of SOP and SWIs as well assist in transitioning new processes to the network.

Internal and External Communications

  • Communicate with customer (France) regarding order placement, management, backorders, product availability, batch allocation details, billing, product information/profile, export procedures and documentation. 

  • Assists the formulations team with bulk shipment planning and preparation.

  • Coordinate internal activities as requested, acting as a point of contact.

  • Carrier selection analysis, work with team to monitor and grade carriers on ability.

  • Internal Customers: Commercial Operations, Supply Chain, Distribution Centre, Regulatory Affairs and Support Functions.

  • External Customers: Third-party clients, foreign government.

  • Liaise with Planning Department to ensure batches are released to be shipped on time.

  • Liaise with Quality Department to ensure quality documents are provided on time.

  • Attend meetings on international scope to align with Affiliates from international markets.

  • Assist in coordination of documents that fall outside the scope of creation by IShift.

HSE REQUIREMENT / STATEMENT:

  • Works within the policies, procedures and regulations as required by the Company and under the Occupational Health and Safety Act.

CONTEXT OF THE JOB / MAJOR CHALLENGES:

  • Routing issues with vendors.

  • Temperature excursions and resolution.

  • Issue management

  • Time zone and industry (environmental) delays.

DIMENSIONS / SCOPE:

  • Actively supports all areas of customer service, export, and traffic administrative functions.

  • Support management in the demand forecasting process; making use of, and helping to develop necessary tools to support the forecasting activates.

  • Maintain a robust network of SOP and SWIs as well assist in transitioning new processes to the network.

  • Advanced knowledge and understanding of Global Air and Truck transit times.

  • Advanced knowledge of equipment of international movement.

  • Assist to ensure relevant and necessary policies and procedures are in place and regularly updated to facilitate clear understanding and responsibilities.

KEY REQUIREMENTS:

Education / Certifications

  • BA / BS or equivalent experience and education (preferred).


Professional Experience

  • Minimum of 5 years of international customer services.

Technical skills

  • Knowledge of international, US, and Canadian trade regulations and documentation.

  • Fluent in Spanish and/or French (preferred).

  • Excellent interpersonal skills.

  • Problem solving.

  • Advanced knowledge and understanding of Global Air and Truck transit times.

  • Advanced knowledge of equipment of international movement.

  • Assist to ensure relevant and necessary policies and procedures are in place and regularly updated to facilitate clear understanding and responsibilities.

Sanofi is an equal opportunity employer committed to diversity and inclusion. Our goal is to attract, develop and retain highly talented employees from diverse backgrounds, allowing us to benefit from a wide variety of experiences and perspectives. We welcome and encourage applications from all qualified applicants. Accommodations for persons with disabilities required during the recruitment process are available upon request.

Thank you in advance for your interest.

Only those candidates selected for interviews will be contacted.

Sanofi, Empowering Life

#GD-SP#LI-SP

At Sanofi diversity and inclusion is foundational to how we operate and embedded in our Core Values. We recognize to truly tap into the richness diversity brings we must lead with inclusion and have a workplace where those differences can thrive and be leveraged to empower the lives of our colleagues, patients and customers. We respect and celebrate the diversity of our people, their backgrounds and experiences and provide equal opportunity for all.

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