Role Purpose

The Compliance & Vendor Data Hub Officer ensures disciplined vendor onboarding, ownership of compliance documentation, structured payments data, and full transaction traceability across all countries.

The role safeguards that no third party is onboarded, contracted, or paid without appropriate TPDD/KYC and sanctions screening, while supporting compliance monitoring and audit readiness through accurate and traceable data management.

Key Responsibilities

1. Compliance Oversight

• Monitor vendor compliance with applicable laws, regulations, and internal policies.
• Conduct due diligence and risk assessments for new and existing vendors.
• Coordinate vendor onboarding and offboarding compliance checks.
• Maintain records of certifications, licenses, insurance, and regulatory documentation.
• Support internal and external audits related to vendor compliance.
• Track regulatory updates and assess impact on vendor management processes.

·       Ensure TPDD/KYC and sanctions screening are completed prior to vendor creation, contract signature, or first payment.

·       Perform initial third-party checks and preliminary risk categorization.

·       Prepare complete due diligence files for review and approval by the CLCO / Group Compliance Manager.

·       Follow up with countries and functions to ensure timely completion of onboarding documentation.

·       Maintain strict onboarding controls aligned with pharmaceutical compliance expectations.

2. Ownership of Compliance Registers & Documentation

·       Act as central custodian of the Group TPDD/KYC register and compliance master file.

·       Maintain the monitoring calendar and ensure documentation completeness.

·       Collect and consolidate documentation from Finance, Procurement, Sales, Medical, Legal, and Compliance teams.

·       Ensure proper archiving and retention of screenings, approvals, contracts, and supporting evidence.

·       Maintain accurate and up-to-date compliance records across all countries.

3. Payments Granularity & Monitoring Support

·       Structure and maintain payments data by channel (card, bank transfer, cash) and by category (HCP services, consultancy, events, marketing activities, operational services, internal spend, etc.).

·       Ensure alignment and traceability between approvals, contracts, vendor records, and payments.

·       Prepare structured and reliable data extracts to support compliance monitoring activities, including HCP-related payments.

·       Support look-backs and internal reviews by providing transaction-level transparency.

·       Ensure consistency and integrity of payment data across ERP and compliance systems.

(The role supports monitoring through data preparation and traceability but does not own compliance assessments.)

4. Audit & Transaction Support

·       Prepare end-to-end sample files covering screening → approval → contract → payment documentation.

·       Ensure full transaction traceability across systems and documentation.

·       Support internal audits, compliance reviews, and external due diligence processes.

·       Provide structured documentation for investor reviews and regulatory inspections.

·       Ensure audit readiness and documentation integrity at all times.

5. Risk Management

• Identify and assess vendor-related risks (operational, financial, reputational, regulatory).
• Maintain vendor risk profiles and classification frameworks.
• Monitor high-risk vendors and escalate issues as necessary.
• Support third-party risk management programs.

6. Reporting & Documentation

• Prepare compliance and vendor performance reports for management.
• Maintain documentation of vendor compliance activities and risk assessments.
• Develop dashboards and KPIs related to vendor governance and compliance.

7. Cross-Functional Collaboration

• Partner with Procurement, Legal, Finance, IT, and Risk teams to align vendor governance practices.
• Provide guidance and training to internal stakeholders on vendor compliance requirements.

Support implementation of vendor management systems and compliance tools.

Qualifications

Education

• Bachelor’s degree in Business Administration, Finance, Law, Data Management, Risk Management, or related field.
• Professional certifications (preferred): Compliance (e.g., CRCM), Risk Management, Data Governance, or Procurement certifications.

Experience

• 3–5+ years of experience in compliance, vendor management, risk management, or data governance.
• Experience working with vendor management systems or ERP platforms.
• Familiarity with regulatory frameworks relevant to the industry (e.g., financial services, healthcare, manufacturing).

Skills & Competencies

• Strong understanding of regulatory compliance principles.
• Knowledge of data governance and master data management practices.
• Analytical and risk assessment skills.
• Attention to detail and strong organizational skills.
• Excellent communication and stakeholder management abilities.
• Proficiency in data analysis tools and Microsoft Office Suite.
• Ability to handle sensitive and confidential information.

Key Performance Indicators (KPIs)

• Vendor data accuracy rate
• Percentage of vendors with up-to-date compliance documentation
• Timely completion of vendor risk assessments
• Reduction in vendor-related compliance incidents
• Audit findings related to vendor management

Reporting Line

Reports to: Group Compliance Manager/Group Chief Legal&Compliance Officer