Vendor Manager (Remote)

Vendor Manager | Alimentiv | Poland

The Vendor Manager (VM) is accountable for the evaluation, integration, oversight, and performance of vendors selected for Alimentiv clinical research and medical imaging services, from vendor identification to closeout. In addition, the VM integrates new vendors into the Alimentiv portfolio by defining contractual requirements and performance expectations, overseeing timelines, budgets, and risk management activities. The VM documents and ensures the implementation of Alimentiv standard processes, key performance measures as well as reviews of require documentation to support adherence to vendor service level agreements. The VM provides support to assigned Vendor Leads (VLs) who serve as primary vendor contact and channel for effective day-to-day vendor oversight and communication, and/or acts as the Vendor Lead, as required.

Vendor Selection

Lead vendor search activities and maintain on an ongoing basis an active understanding of new trends in the vendor landscape as it applies to clinical research or medical imaging service delivery.
Manage new and existing vendor relationships.
Track vendor capabilities/service offering, competitors.
Collaborate with QA on vendor assessments.
Collaborate with BD to solicit vendor bids and define vendor costing for proposals.
Work with Contracts to ensure specifications are in line with the bid request.
Work with Legal to review, amend and negotiate Master Service Agreements.

Vendor Oversight

Designate a Vendor Lead for a specific vendor (if applicable) and ensure that the VL and the vendor have been notified of the assignment.
Promote a ‘One-Team’ Philosophy with Study Teams, Vendor Leads and Vendors.
Participate, as required, in project meetings with sponsors to provide status updates and collect feedback that enable adherence to vendor service level agreements.
Cost management (drive value delivery) – review agreements and change orders to ensure best value for services.
Risk management – collaborate with QA and PMs on vendor risk assessments and risk mitigation plans.
Compliance – ensure currency of audits and CAPA management related to vendors.
Communication & collaboration – set expectations and ensure appropriate communication channels are established and operating that optimize mutual success.
Issue Management – troubleshoot all vendor problems and ensure mechanisms are in place for efficient escalation and effective resolution.Performance management – establish vendor key performance measures and monitor vendor performance.
Continuous Improvement – conduct regular, periodic after-action reviews and collect, collate and communicate lessons learned to stakeholders.
Change Management – e.g., process, technology, people, changes to new vendors – lead the effective implementation of improvements that minimize negative impact to vendor/Alimentiv/sponsor service level agreements.

Vendor Process Management

Develop and maintain a current vendor list
Document, track, measure, report and evaluate vendor performance with respect to relevant guidelines and SOPs.
Ensure ability to adapt process to remain aligned with different sponsor needs and priorities.
Identify improvement areas in collaboration with all internal stakeholders and prepare/present/implement solutions to outsourcing issues or requirements.
Coordinates processes and methods to improve vendor activities.

Vendor Lead and Internal Stakeholder Support

Collaborate closely with a broad internal stakeholder group including clinical research, medical imaging, medical research and development, business development, contracts, and quality assurance to ensure a coordinated environment in support of all vendor related activities.
Define and communicate Vendor Lead capability requirements (if applicable).
Work with the relevant functional heads to identify Vendor Leads to act as the primary vendor contact and to manage the day-to-day interactions (as needed).
Deliver training and support to assigned Vendor Leads.

Provide regular vendor management update reports.
Review and assess internal customer requests and business needs. Prioritize and implement as feasible.

Qualifications

Minimum of a post-secondary certificate/diploma + 4-6 years of related experience.
Direct vendor or project management experience in a CRO, Biotech or Pharma organization preferred.
Clinical trial experience and experience overseeing vendor performance and risk management scenarios preferred.
Financial and contractual management of vendors experienced preferred.
The successful candidate must exhibit the following skills: self-motivation with strong communication skills and a commitment to achieving positive results. Strong attention to detail and keenness to understand the importance of building collaborative relationships to achieve results. Ability to engage in continuous learning and self-development. Ability to continually foster teamwork.