Job Description

Career Category

Clinical Development

Purpose

Manage end-to-end purchase-order (PO) activities for key clinical-trial suppliers to ensure POs are correctly prepared, submitted, tracked, funded, amended and closed in compliance with company procurement and clinical trial requirements. Coordinate with finance & accounting to ensure clinical trial finance systems are accurately maintained with PO data.

Responsibilities

• Lead PO lifecycle activities for clinical-trial suppliers: PO creation, submission, amendment/change-order management, and closure.
• Coordinate with Clinical Operations, Procurement, Finance, and Suppliers to ensure POs reflect clinical trial SOWs, budgets and deliverables.
• Contribute to periodic (monthly/quarterly) financial accounting processes, maintaining accurate and complete supplier PO information.
• Serve as counterpart for key clinical trial suppliers with respect to financial oversight working across the Amgen portfolio.
• Maintain relationships with key suppliers to ensure process alignment, status updates and timely issue management.
• Communicates, resolves, and tracks PO budget-related questions between Finance Operations and Clinical Trial teams
• Maintains materials for project financial review meetings with Clinical study teams.
• Maintain PO accuracy and compliance with Amgen policies
• Maintain PO and SOW documentation in central repositories (e.g. TMF) and ensure audit/readiness standards are met.
• Oversee timely review and approval of invoices in Amgen ERP system to ensure on time payments
• Manage and resolve issues related to supplier invoices and payments in partnership with invoice approvers and Amgen AP
• Maintain PO tracking (dashboard/log) and deliver regular PO status reports.
• Monitor PO-related supplier delivery and identify PO risks; share issues with manager and Supplier Governance Leads for oversight and escalation.
• Ensure PO activities align with GCP, company procurement policies and clinical trial requirements.

Key Activities

• PO lifecycle management
  • Review SOWs to confirm compliance with Amgen purchasing standards.
  • Prepare and submit PO and funding requests through the enterprise procurement/P2P system or established finance workflow; follow up until submission confirmation.
  • Manage PO amendments and change orders to reflect scope changes.
• PO submission & tracking
  • Submit POs via the enterprise procurement/P2P or finance workflow and maintain a PO tracking dashboard showing submission, routing/approvals, funding status, and closure targets.
  • Proactively chase routing/processing issues and escalate blockers to the Manager or Supplier Governance Leads
  • Analyze PO related data support optimized processing times and quality
  • Communicate on a regular basis with supplier and Amgen stakeholders regarding progress of pending PO requests and to monitor PO budgets

• Financial stewardship ( PO spend tracking)
  • Perform ongoing budget reviews and track commitments against PO balances; identify variances and forecast spend related to active clinical supplier POs.
  • Provide accurate and complete supplier PO information to support financial accrual and forecasting processes
  • Perform data QC to ensure accuracy of data in source systems
  • Use data analysis to investigate issues, answer study budget related queries

• Supplier oversight & issue coordination
  • Monitor supplier delivery versus PO/SOW milestones and summarize PO-related risks for stakeholders.
  • Communicate with supplier and study teams to review PO, invoice, and PO budgets topics
  • Independently manage and resolve issues related to SoW, PO and invoices to support clinical trial execution and budget management.
  • Manage multiple priorities, balancing study delivery and budgetary controls to ensure timely execution of SoW/POs and timely invoice approval.
  • Ensure PO/SOW linkage to TMF and central repositories is maintained and audit-ready

Basic Qualifications

• Bachelor’s degree (preferred: scientific degree or RN) or equivalent experience.
• 5-9 year experience in PO management, preferably within clinical research, CRO, biotech or pharmaceutical settings.
• Demonstrated experience with PO/SOW management and clinical supplier budgets.
• Experience working in a global matrix environment is preferred.

Preferred Qualifications

• Biopharmaceutical clinical research experience (clinical research experience obtained working on clinical trials at a biotech, pharmaceutical or CRO company)

Knowledge

• Knowledge working in a global, matrix organization
• Knowledge of Good Clinical Practice (GCP)
• Strong organizational and project management skills; able to manage competing priorities
• Strong Proficiency with enterprise procurement/P2P workflows, Microsoft Office Word, Excel and SharePoint
• Excellent understanding of financial concepts and analytical skills
• Financial acumen sufficient for budgeting, forecasting and PO balance monitoring.
• Clear written and verbal communication; ability to coordinate cross-functional stakeholders.
• Problem-solving orientation and appropriate escalation judgment.
• Professional collaboration skills