Congress and Event Specialist

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Job Description

Job Purpose
Organize domestic and international congresses, Takeda Organized Meetings and Events (TOMEs), and internal events in alignment with Takeda’s strategic goals. Ensure timely execution and full compliance with internal and external regulations, while integrating sustainability principles. Manage vendor relations, travel logistics, budget coordination, and cross-functional collaboration to deliver impactful, value-driven events across local, regional, and global platforms.

Role Core Responsibilities & Accountabilities
• Manage congress and meeting requests from Business Units and Medical departments, ensuring inclusion in the annual sponsorship list and tracking approved ad-hoc requests.
• Coordinate and ensure timely submission of internal approvals (e.g., Gears, Purchase Orders) in line with organizational processes and deadlines.
• Secure all required Ministry of Health (MOH) approvals for congress and meeting participation, sponsorships, and ensure timely event closure in collaboration with the Transparency and Government Event Reporting Specialist.
• Execute TOMEs and scientific meetings, including registration, accommodation, and transportation, in compliance with company timelines and regulatory requirements.
• Maintain robust communication with third-party vendors regarding budgets, services, documentation, and event details.
• Create and manage purchase orders (POs), process advance payment requests, and ensure proper tracking and closure post-event.
• Oversee reconciliation processes, including invoice handling and transfer of value reporting, ensuring timely and accurate documentation.
• Ensure all activities comply with SOPs, AIFD guidelines, and MOH regulations, with proper archiving of supporting documents per company retention policy.
• Deliver internal and external training sessions in collaboration with cross-functional teams to enhance awareness and compliance with congress and meeting processes.

Role Mandatory Responsibilities 
• Information Security Compliance: Act in full alignment with Takeda’s Information Security Policy and Acceptable Use of Technology Policy.
• Quality Ambassador: Promptly communicate product quality issues or concerns to the Quality Team.
• Integrity & Ethical Conduct: Consistently demonstrate integrity and ethical behavior, exemplifying Takeda’s core values (Takeda-ism) at all times
• Training & Policy Adherence: Ensure timely completion of all mandatory global trainings and full adherence to Takeda’s policies and procedures.
• Lead by example in the accurate and timely use of company systems (e.g., Concur, Dakika, Bloom), fostering process discipline across the team.

Role required Qualifications & Capabilities

Qualifications
• Education: Vocational school and/or university graduate
• Experience: Minimum 3 years of professional experience
• Language: Intermediate English proficiency; able to follow documentation and communicate when needed.
• Digital & Technology: Proficiency in MS Office applications

Capabilities & Skills:
• Strong time management and prioritization skills
• Proactive approach to meeting deadlines with excellent follow-up discipline
• Effective communication skills for engaging internal and external stakeholders
• Team-oriented mindset with a collaborative working style
• Strong organizational and problem-solving abilities
• Ability to manage multiple complex tasks simultaneously
• Sound judgment and strategic decision-making
• Basic financial awareness and cost-consciousness
• Vendor coordination and project execution skills
• Commitment to continuous learning and self-improvement

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