Trade Operations Specialist

Job Description

At Gilead, we’re creating a healthier world for all people. For more than 35 years, we’ve tackled diseases such as HIV, viral hepatitis, COVID-19 and cancer – working relentlessly to develop therapies that help improve lives and to ensure access to these therapies across the globe. We continue to fight against the world’s biggest health challenges, and our mission requires collaboration, determination and a relentless drive to make a difference.

Every member of Gilead’s team plays a critical role in the discovery and development of life-changing scientific innovations. Our employees are our greatest asset as we work to achieve our bold ambitions, and we’re looking for the next wave of passionate and ambitious people ready to make a direct impact.

We believe every employee deserves a great leader. People Leaders are the cornerstone to the employee experience at Gilead and Kite. As a people leader now or in the future, you are the key driver in evolving our culture and creating an environment where every employee feels included, developed and empowered to fulfil their aspirations. Join Gilead and help create possible, together.

ROLE SUMMARY

The EDM (European Distributor Management) Trade Operations Specialist plays a key role in supporting and optimizing the trade operational functions of the EDM and Greece/Cyprus, working with key distributor partners across countries to ensure smooth, efficient, and compliant execution of trade operations. The role will work closely with internal stakeholders across Global Trade Operations, Supply Chain, Customer Service, Regulatory and the Commercial business as well as the three external distributor partners.

The ideal candidate will have strong operational and analytical skills, an understanding of the distribution landscape, and the ability to manage multiple stakeholders to ensure timely and efficient product availability within the region. Additionally, this role involves solving operational challenges, optimizing trade processes, and ensuring that distributors are meeting performance and contractual targets.

It is a visible role within the broader EDM and Greece/Cyprus business that will directly contribute to building strong relationships with distributors, identifying process improvements, and ensuring seamless execution of trade strategies that align with the business objectives.

On top of the responsibilities in EDM, the candidate will acquire the role of GR/CY Trade Ops Specialist (for 30%) where close collaboration with the local Trade Ops team is essential in staying informed about local regulatory, legal & tax requirements in order to be actively involved in the GR/CY Trade Operations relevant working areas such as demand forecasting, ERP-related projects, logistics operations etc. The ideal candidate will have excellent communication & organizational skills with the ability to effectively interact with both local and regional/global teams being capable of coordinating both parties on behalf of the affiliate’s top priorities.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Distribution Management:

• Work closely with the Dublin distribution team to ensure the on-time fulfilment of all distributor orders. Address ad-hoc requests, including but not limited to expedited orders, delays in shipment, import permit coordination, shelf-life requirements, and artwork changes, to maintain a streamlined distribution process.​
• Collaborate with global trade operations (GTO) on finding solutions to any significant ad-hoc trade challenges​.
• Schedule and conduct regular meetings with distributor demand planning teams and trade representatives to discuss and analyse the demand plans, open issues and potential risks and opportunities related to supply and inventory management.

Demand Planning:

• Maintain tracker of open orders and planned shipment dates and ensure alignment to demand plans or manage deviations.
• Meet monthly with Gilead demand planner to discuss latest volume forecasts​.
• At the end of each month, upload the finalized volume forecasts to the Kinaxis system.​
• Work closely with demand planning to implement the adoption of statistical forecasting methodologies.​
• Monitoring new launches closely to ensure supply needs for all scenarios can be met.​

KPI management:

• Maintain tracker of, and report on all key internal and external KPIs, including but not limited to
  • Forecast Accuracy
  • Distributor demand plan submission
  • Expedited orders vs standard lead times
  • Distributor reported Inventory on Hand

Issue resolution:

• Be first contact point for distributors regarding issues and coordinate resolution.
• Investigate and confirm incoming product complaints, working with Responsible Person for resolution.
• Track and coordinate customer claims, complaints and litigations and escalate to appropriate parties.

Compliance:

• Comply to corporate Policies, SOPs on all described job duties.
• Ensure the relevant compliance for back-up solutions.

PROFESSIONAL EXPERIENCE / KEY SKILLS

• Good knowledge and experience of Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Good knowledge and experience of usage of SAP S4 HANA
• Excellent organizational & management skills
• Excellent verbal and written communication skills
• Experience with distribution/supply chain/order & customer management (+4 years)
• Fluent in English
• Greek language is considered extra asset

Must demonstrate effective decision-making, problem-solving, multitasking skills and the ability to work collaboratively. Customer Service Specialist will also be a self-starter and able to spend the majority of time working independently with little guidance, using well-defined procedures. Should have strong working knowledge of wholesaler, distributor, pharmacy, hospital environment and the ability to establish/maintain respected business relationships with those stakeholders.

Behaviors:

• Customer centric
• Resilient profile with the ability to deliver in an ambiguous environment
• Curious with learning agility
• Focused on Teamwork
• Self-motivated with strong accountability
• Organized with a systematic approach to prioritize tasks.
• Great eye for detail and ability to work in a very structured manner
• Process orientated to achieve business objectives
• Demonstrate analytical insights
• Strive for Operational Excellence

Gilead Core Values:

• Integrity (always doing the right thing)
• Teamwork (collaborating in good faith)
• Excellence (working at a high level of commitment and capability)
• Accountability (taking personal responsibility)
• Inclusion (valuing differences and diversity)

Equal Employment Opportunity (EEO)

It is the policy of Gilead Sciences, Inc. and its subsidiaries and affiliates (collectively "Gilead" or the "Company") to recruit select and employ the most qualified persons available for positions throughout the Company. Except if otherwise provided by applicable law, all employment actions relating to issues such as compensation, benefits, transfers, layoffs, returns from layoffs, company-sponsored training, education assistance, social and recreational programs are administered on a non-discriminatory basis (i.e. without regard to protected characteristics or prohibited grounds, which may include an individual’s gender, race, color, national origin, ancestry, religion, creed, physical or mental disability, marital status, sexual orientation, medical condition, veteran status, and age, unless such protection is prohibited by federal, state, municipal, provincial, local or other applicable laws). Gilead also prohibits discrimination based on any other characteristics protected by applicable laws.

For Current Gilead Employees and Contractors:

Please apply via the Internal Career Opportunities portal in Workday.