RA Ops Specialist

Purpose of the role: To provide administrative and operational support to ensure smooth execution of regulatory activities. Focused on accurate documentation, stakeholder coordination. The main responsibilities of RA Ops Specialist are as follows:

1. Support Payment / Procurement and Finance Processes

• Responsible for initiating, tracking, and completing payment cycles for NMPA registration fees, customs declaration and clearance fees, and other urgent payments.
• Responsible for PO creation, circulation, and archiving; preparing payment application documents; and collecting and organizing invoices and reconciliation materials.
• Monitor payment milestones and internal approval progress to ensure timely payments in compliance with requirements.
• Assist in communication and clarification of payment-related issues with suppliers, forwarders, and customs brokers.

2. QC Reagents and Materials Procurement & Logistics Support

• Support quotation requests, ordering, delivery tracking, and receipt confirmation for QC testing reagents and consumables.
• Coordinate logistics activities including transportation, receiving, warehousing/hand-over to ensure materials are delivered on time according to testing schedules.
• Organize procurement and logistics records to support traceability and audit needs (as applicable).

3. Vendor Management and Information Maintenance

• Maintain and regularly update vendor basic information (qualifications, contacts, payment details, etc.).
• Coordinate communication with vendors and follow up on quotations, lead time, reconciliation, and supplemental documentation.
• Record vendor changes and communication logs to ensure information consistency and traceability.

4. Contract Management

• Maintain the contract register, manage contract numbering/filing, and track key terms and validity periods.
• Provide timely reminders for renewal/modification/termination and support internal approval and signing processes.
• Manage electronic and paper archives of contract-related documents and support audits/compliance inspections (as applicable).

5. Manage Systems / Accounts and Access Management (HA Website, UKey, Shared Drive & Distribution Lists)

• Maintain the HA website master account’s daily administration and operational support (within authorized scope).
• Manage UKey issuance, safekeeping, usage registration, update/expiry reminders, and handover.
• Manage shared drive access provisioning/change/removal and maintain access records.
• Manage email distribution group access and member updates to ensure accurate information coverage.

6. Support Meeting and Event Administrative Coordination (including liaison with HA)

• Coordinate schedules, materials circulation, attendance arrangements, and meeting logistics for HA-related meetings.
• Organize venue, equipment, materials, notifications, and logistics for internal meetings/events.
• Assist with meeting minutes, action item tracking, and documentation archiving (as needed).

7. HR and Administrative Support (RA Team Documentation, Onboarding/Offboarding)

• Follow up on RA team members’ CVs, JD signature confirmation, version updates, and documentation archiving.
• Coordinate employee onboarding processes per procedure (document collection, account/access setup, workspace and supplies preparation, etc.).
• Coordinate offboarding processes (access removal, asset return, UKey/file retrieval, etc.) to ensure closure of procedures.

8. Office Supplies and Daily Administration

• Responsible for office supplies procurement, inventory management, distribution registration, and replenishment planning.
• Maintain commonly used suppliers and procurement channels, ensuring cost, delivery, and service meet expectations.
• Support daily administrative tasks for the department to improve operational efficiency and compliance.

Education and Experience Requirements

• Bachelor’s degree with relevant experience and proven capability
• English proficiency sufficient for effective reading, writing, and professional communication.
• Strong proficiency in commonly used IT tools, including Microsoft Word, Excel, PowerPoint, and PDF‑related applications.