Senior Associate Manager, Administration

Novugen; Nilai; On-site; MYR 60,000 - 90,000; Full time

Job summary

Novugen is seeking a Senior Associate Manager for Administration to oversee comprehensive administrative functions within their pharmaceutical operations in Negeri Sembilan. The ideal candidate will possess a degree in business administration, and extensive experience in GMP environments, showcasing strong leadership, coordination, and problem-solving skills. Join a leading company to help streamline operations and support a dedicated team in delivering healthcare solutions.

Qualifications

• Minimum 5 years of experience in general administration functions preferably in a GMP environment.
• Proficient in English and Bahasa Malaysia both written and spoken.
• Demonstrated strong coordination and collaboration skills.

Responsibilities

• Plan and coordinate administrative procedures and systems to streamline processes.
• Manage administration functions, personnel, and improve team efficiency.
• Ensure operations comply with policies and GMP-related regulations.

Skills

Detailed-oriented

Problem-solving

Cost-management

Team management

Coordination

Education

Degree in Business Administration/Management

Job description

About us

Novugen is a wholly owned subsidiary of SciTech International, a UAE-based group with over 30 years of experience in the healthcare industry. We specialize in venturing into strategic healthcare businesses and developing world-class healthcare facilities across the globe. With operations in multiple countries across continents, our global presence and expertise empower us to meet the complex challenges of delivering hard-to-source, technology-intensive pharmaceutical products to market.

Our manufacturing facilities in Bandar Enstek, Negeri Sembilan, are the first USFDA-approved pharmaceutical manufacturing facilities in Malaysia and Southeast Asia. We are also the first pharmaceutical company in the region to be vertically integrated from R&D to manufacturing, giving us greater control over the supply chain and reflecting our commitment to meeting a wide range of stringent regulatory standards.

At Novugen, we are united by a shared vision, with a team of talented individuals from diverse backgrounds and nationalities working together towards one common goal. We are driven by a passion for science and innovation, striving to accelerate the launch of pharmaceuticals that lack robust generic alternatives due to their complexity. Our continued investment in R&D and dedication to excellence aim to provide early access to affordable, high-quality medicines, impacting lives across the world.

Together, we are shaping the future of healthcare and changing lives everywhere.

About the role

The Senior Associate Manager, Administration is responsible to plan and oversees end to end administrative functions

Key Responsibilities:

• Plan and coordinate administrative procedures and systems and devise ways to streamline processes.
• Manage administration functions, personnel, and improve the team’s capabilities to serve the company’s needs.
• Assess Admin’s staff performance and provide coaching and guidance to ensure maximum efficiency.
• Ensure the operations comply with policies and GMP-related regulations.
• Prepare and manage the administrative budget across HQ, Commercial Office and 2 plants.
• Ensure the smooth and adequate flow of information within the company to facilitate other business operations.
• Provide excellent office services to the organization (staff support, canteen facilities, and office hygiene).
• Monitor inventory of office supplies and manage the purchase of new materials with attention to budgetary constraints.
• Manage suppliers of security services, cleaning services, catering services, pest control services, and other essential vendors.
• Coordinate the plant visit from external parties with cross functional team.
• Manage and maintain the company fleet.
• Manage the company’s employee travel and accommodation needs, including travel requests and itineraries.
• Organize and supervise the company & commercial activities (office expansions, event planning, etc.).
• Oversee and ensure timely maintenance and repair of office equipment and infrastructure.
• Conduct internal audits with the team to ensure all the SOPs compliance are in order.
• Attend and manage external audit eg : NPRA, USFDA and etc.
• Manage contracts and relationships with external partners and vendors, including negotiating terms and ensuring service level agreements are met.
• Implement and oversee an effective document management system for the organization.
• Coordinate space planning and office layout to optimize workspaces and improve employee productivity.
• Develop and maintain an administrative policies and procedures manual.
• Serve as a point of contact for all administrative inquiries and concerns from staff and management.
• Prepare reports and presentations on administrative activities and budget for management review / meeting.
• Coordinate with the finance department to ensure timely and accurate processing of invoices, reimbursements, and financial report.
• Facilitate regular training and development sessions for the administrative team and 3rd party workers to keep them updated with best practices and new technologies.
• Coordinate disaster recovery and business continuity planning for administrative functions.

About you

• A Degree or equivalent professional qualifications in the field of Business Administration/Management.
• Proficient in English and Bahasa Malaysia both written and spoken.
• Minimum 5 years of experience in general administration functions preferably in the GMP environment.
• Demonstrated strong coordination and collaboration skills through effective teamwork and clear communication.
• Strong team management and multitasking abilities.
• Detail-oriented with a strong problem-solving and cost-management mindset.
• High level of integrity and professionalism.
• Adaptable to changing priorities and able to manage multiple stakeholders effectively.
• Must be willing to work in Bandar Enstek, Negeri Sembilan.