Group Administrator: Regulatory and Quality Applications

Aspen Pharma Group; Dubai; On-site; AED 167,400 - 223,200; Full time

Job summary

Aspen Pharma Group is looking for a Group Administrator: Regulatory and Quality Applications to provide day-to-day support for Regulatory Affairs teams. This role involves troubleshooting and user assistance for applications like Veeva and monitoring system performance. Candidates should have a Bachelor’s degree and Veeva Vault certification, along with strong regulatory and GxP knowledge. The position is based in Dubai, UAE, and offers an engaging environment for continuous improvement.

Qualifications

• 3+ years administering Regulatory, Quality, or other GxP-validated systems.
• Strong understanding of GxP requirements, data integrity, and validation processes.
• Experience analysing and interpreting regulatory guidelines.

Responsibilities

• Provide 1st and 2nd line support for users of the Regulatory applications.
• Monitor support queues, investigate and resolve incidents.
• Manage user onboarding/offboarding, access rights, and permissions.

Skills

Application configuration

Strong analytical skills

Regulatory Affairs knowledge

GxP knowledge

Education

Bachelor’s degree in computer science, Information Technology, Life Sciences, or related field

ITIL Foundation

Veeva Vault certification

Tools

Veeva

ServiceNow

eQMS platforms

RIMS systems

Job description

Job Purpose

The Group Administrator: Regulatory and Quality Applications is an operational role in the Group Digital Technology team, responsible for providing day-to-day application support, issue resolution, and user assistance for the Regulatory and Quality Application which includes primarily Veeva and related systems like Esko Pulse, TVT, Argus PV and Track wise Digital. This role is support-focused, ensuring that Regulatory Affairs teams can operate efficiently and in compliance using the Regulatory IT platforms. The Administrator acts as a first line of support for users, manages incidents, service requests and changes, coordinates with internal Regulatory Application Analyst / Specialist, Internal IT Teams and Vendor (like Veeva) for issue escalation, and plays a critical role in maintaining system stability and user satisfaction. Basic Veeva system configuration and reporting skills are essential.

Job Requirements

• Bachelor’s degree in computer science, Information Technology, Life Sciences, or related field.
• ITIL Foundation (a plus).
• Veeva Vault certification (required).
• 3+ years administering Regulatory, Quality, or other GxP‑validated systems.
• Strong knowledge of GxP / CSV / 21 CFR Part 11.
• Experience supporting one or more of the following highly desirable:
  • eQMS platforms (Veeva QMS)
  • RIMS systems
  • Document Control systems (SharePoint DMS, Veeva Qdocs, OpenText)
  • Audit & Compliance applications
• Experience maintaining validated systems (URS, IQ/OQ/PQ, trace matrices).
• Familiarity with workflow design, role‑based security, reporting tools, and configuration rules.
• Strong understanding of GxP requirements, data integrity, ALCOA+, and validation processes.
• Experience analysing and interpreting regulatory guidelines and applying them to system operations.
• Strong knowledge of role‑based access administration and security controls.
• Application configuration, workflow administration, and user access management.
• Incident, problem, change, and request management using ITIL frameworks.
• Strong analytical and troubleshooting capability for application and workflow issues.
• Documentation discipline, including SOPs, work instructions, validation artefacts, and system logs.
• Ability to work collaboratively with Quality, Regulatory, and cross‑functional stakeholders.
• Strong analytical and methodical problem‑solving skills.
• High attention to detail and disciplined approach to documentation and configuration control.
• Excellent communication skills, particularly in translating system concepts into business language.
• Ability to remain calm and effective under pressure or audit conditions.
• Proactive, collaborative, and committed to continuous improvement.
• High level of accountability and ownership of allocated tasks.
• Deep understanding of Regulatory Affairs and Quality Management processes.
• Knowledge of eQMS, RIMS, Document Control, and Audit & Compliance systems.
• Strong understanding of validation lifecycle, SOP standards, and compliance frameworks.
• Knowledge of integration patterns between enterprise systems (e.g., Veeva, SAP, Argus).
• Understanding of electronic records/e‑signature regulations and data integrity requirements.

KPA

Application Support and Troubleshooting

• Provide 1st and 2nd line support for users of the Regulatory applications, e.g. Registrations, Submissions, Archive, CRM and Safety.
• Monitor support queues, investigate and resolve incidents, log service requests, and ensure timely follow‑up and closure.
• Troubleshoot common issues such as document upload failures, user access problems, metadata mismatches, and workflow errors.
• Ensure SLAs are met, and tickets are closed on time (Incidents, Requests, Change & Problem).
• Ensure Problem Management is followed, and RCA is provided for major & recurring incidents.
• Follow GxP & CSV methods and ensure system stays in validated state with no deviations.

User Access Management

• Manage user onboarding/offboarding, access rights, and role‑based permissions in compliance with internal SOPs.
• Assist with system audits of user access and role reviews to ensure regulatory compliance.

Incident Management & Escalation

• Collaborate with other team members, management, and service providers to escalate and resolve complex technical issues.
• Track and manage open issues using ticketing tools (e.g., ServiceNow), ensuring timely updates and user communication.

System Monitoring & Maintenance

• Perform daily health checks and monitor system performance to ensure uptime and data integrity.
• Track usage metrics, system logs, and user behaviour to proactively identify potential issues.

Documentation & Training

• Maintain system support documentation including troubleshooting guides, FAQ articles, and job aids.
• Assist in user training sessions and creation of quick reference materials to improve adoption and reduce support requests.

Release Readiness & Testing

• Review release notes (e.g., Veeva Release notes) and assist in testing new features and updates.
• Support quarterly releases by validating critical functionality and reporting potential issues before go‑live.

Continuous Improvements

• Collect feedback from end‑users to identify pain points and suggest system enhancements.
• Participate in projects related to system upgrades, enhancements, or integrations (e.g., with Argus, ERP, or EDMS systems).