Site Contracts & Budget Manager (Poland)

Indero (formerly Innovaderm); Warszawa; Remote; PLN 200,000 - 320,000; Full time

Benefits offered by this job

Permanent full-time position

Vacation, PPK, health allowance

Home-based position with teleworking

Ongoing learning and development

Job summary

Indero is seeking a Site Contracts & Budget Manager to lead contracting and budget negotiations for awarded clinical trials, ensuring timely activation and compliant execution across regions. You will partner with Legal Affairs, Finance, and Study Start-Up to align contracting with study plans and budgets.

The role requires strong leadership, strategic thinking, and proven experience in budgeting and contracting within pharma/biotech/CRO settings; working across Poland with a remote setup is

Qualifications

• Bachelor-level degree in a relevant field (e.g., life sciences, finance, or business).
• 5+ years of experience in clinical research budgeting or related financial roles in pharma/biotech/CRO.
• Strong negotiation and communication skills with sponsors, sites, and stakeholders.

Responsibilities

• Lead and manage Site Budget & Contracting staff with direction, coaching, and workload oversight.
• Oversee site contracting and budget negotiations across a portfolio, ensuring quality and timelines.
• Provide governance for Clinical Trial Agreements, financial exhibits, amendments, and country-specific requirements.
• Develop and maintain contracting strategies and negotiation approaches.

Skills

Leadership

Budgeting

Contracting

Negotiation

Stakeholder management

Financial analysis

Process improvement

Regulatory knowledge

Education

B.Sc. in a relevant field

Tools

Pricing tools

Cost databases

Budget models

Job description

The Site Contracts & Budget Manager provides operational leadership for site contracting and budget negotiation activities across awarded clinical trials. The role is primarily accountable for contracting strategy, Clinical Trial Agreement negotiation and execution, site budget negotiations, amendments, and resolution of complex contractual and financial issues.

Working in close partnership with the Site Budget & Proposal Manager, the role translates proposal-stage budget assumptions into effective study- and site-level contracting and negotiation strategies. Together, the roles provide complementary leadership across the site budget and contracting lifecycle, with distinct primary areas of accountability.

The Site Contracts & Budget Manager serves as a key contact and escalation point for sponsors, sites, and internal stakeholders and provides functional guidance, training, and support to Site Budget & Contracting personnel.

Requirements

More specifically, the Site Contracts and Budget Manager must:

• Lead and manage Site Budget & Contracting staff, providing direction, coaching, development, workload oversight, and support to ensure consistent quality and delivery across assigned studies.
• Oversee site contracting and budget negotiation activities across the portfolio, ensuring appropriate resourcing, prioritization, quality, timelines, and escalation of risks or issues.
• Provide oversight of site contracting for awarded clinical trials, including Clinical Trial Agreements, associated financial exhibits, amendments, negotiation parameters, and country-specific requirements.
• Establish and maintain contracting strategies, standards, and negotiation approaches that support timely site activation while balancing sponsor requirements, organizational standards, site expectations, and contractual risk.
• Serve as functional escalation point for complex or high-risk contract and budget negotiations, providing guidance to team members and facilitating decisions with sponsors, sites, Legal Affairs, and other stakeholders.
• Oversee the operational implementation of study-specific site budgets, including negotiation parameters, approval pathways, exceptions, and escalation requirements.
• Translate proposal-stage budget assumptions into executable study- and site-level budget and contracting strategies.
• Collaborate with Legal Affairs, Project Management, Study Start-Up, Regulatory Affairs, Clinical Operations, Finance, and other stakeholders to ensure contracting and budget activities align with study requirements and operational plans.
• Provide site contracting expertise during proposal development, including input on country-specific contracting requirements, anticipated timelines, institutional considerations, negotiation trends, risks, and resource needs.
• Participate and/or support bid defence meetings, client presentations, and sponsor strategy discussions when site contracting, budget negotiation, timelines, or associated risks are relevant.
• Monitor portfolio-level contracting and budget performance, identifying emerging risks, delays, capacity constraints, quality concerns, and opportunities for improvement.
• Own and oversee the business assets supporting Site Budget & Contracting, including contract and budget templates, negotiation tools, country intelligence, guidance documents, trackers, reference materials, and other functional resources.
• Ensure business assets remain current, fit for purpose, consistently applied, appropriately governed, and aligned with evolving operational and business needs.
• Oversee the integrity, consistency, and usability of Site Budget & Contracting data across applicable tools, trackers, and systems.
• Use contracting and negotiation outcomes to strengthen institutional and country intelligence and, in partnership with the Site Budget & Proposal Manager, inform future budget assumptions and benchmarks.
• Lead functional process improvement initiatives to improve contracting and budget negotiation quality, efficiency, consistency, scalability, and stakeholder experience.
• Support digital transformation and automation opportunities that reduce manual activities, strengthen controls, and improve the availability and quality of contracting and budget data.
• Establish and monitor relevant performance indicators and use operational data to identify trends, bottlenecks, and opportunities for corrective action or continuous improvement.
• Ensure Site Budget & Contracting staff are appropriately trained and consistently apply relevant SOPs, processes, templates, tools, and quality standards.
• Partner with senior leadership on resource and capacity planning, functional priorities, process maturity, systems and tools, quality, and continuous improvement.
• Foster a culture of accountability, collaboration, proactive risk management, knowledge sharing, and continuous improvement within the Site Budget & Contracting team. Employee may be assigned to other responsibilities that do not pertain to their former description, if they have the required experience, are qualified and/or have received adequate training.

PROFILE

• B.Sc. or in a relevant field of study.
• 5+ years of experience in clinical research, clinical trial budgeting, or related financial management roles within the pharmaceutical, biotech, or CRO industry.
• Strong negotiation and communication skills to engage with sponsors, external budget contacts, and internal stakeholders, serving as the escalation point to secure optimal study budgets.
• Experience creating and maintaining budget templates tailored to global regions and therapeutic areas, ensuring scalability and consistency.
• Collaborative mindset to partner with operational leads and ensure financial assumptions align with study design, operational strategies, and delivery plans.
• Experience representing the organization in bid defense meetings and client calls, with the confidence to explain budget rationale and defend assumptions.
• Technical proficiency to maintain pricing tools, cost databases, and budget models in collaboration with Finance and IT teams.
• Leadership abilities to train and mentor junior specialists, provide guidance, and ensure team adherence to best practices.
• Demonstrated success in partnering with senior team members to refine internal processes, drive efficiencies, and improve deliverables.
• Strategic thinking to engage with leadership on process improvement initiatives, offering insights and recommendations that enhance operational excellence.
• Good knowledge of good clinical practices, and applicable Health Canada and Food and Drug Administration (FDA) regulations/guidelines.

Our company

The work environment

At Indero, you will work with brilliant and driven colleagues. Our values are collaboration, innovation, reliability and responsiveness. We offer a stimulating work environment and attractive advancement opportunities.

In this position, you will be eligible for the following perks

• Permanent full-time position
• Vacation, PPK, health allowance
• Home-based position with teleworking allowance
• Ongoing learning and development

Work location

This position is opened to candidates across Poland (home-based position).

Recruitment process: what to expect

• As part of the recruitment process for this position you will meet various team members at Indero
• The first interview will be conducted by phone (20 minutes) and the second via video conference (1 hour)
• The second interview includes a short presentation for which reasonable advance preparation is required (preparation is not timed and can be completed over a few days). You may think of it as one interview question for which you have the opportunity to develop a strong structured response that goes beyond the surface.

About Indero

Indero is a contract research organization (CRO) specialized in dermatology and rheumatology. Since its beginnings in 2000, our organization has benefited from a solid reputation for the quality of its research and services exceeding the expectations of its clients. Based in Montreal, Indero continues to grow and expand in North America and Europe.

Indero is committed to providing equitable treatment and equal opportunity to all individuals. As such, Indero will provide accommodations throughout the recruitment and selection process to applicants with disabilities, upon request.

Indero only accepts applicants who can legally work in Poland.