Sales & Tender Administrator (Pharmaceuticals)

About the Role:

The Sales & Tender Administrator plays a critical role in managing hospital tenders, distributor coordination, and sales operations across Vietnam. This position acts as the central point between Company, distributors, hospitals, regulatory, and logistics teams to ensure smooth tender participation, timely product availability, accurate sales data, and optimal inventory planning.

Job Responsibilities

Key Responsibilities

1. Tender Management

• Monitor and track all national, provincial, and hospital tenders issued by MOH and healthcare institutions.
• Prepare and submit complete tender dossiers (technical, commercial, regulatory, and legal documents).
• Coordinate with regulatory, finance, distributors, and head office for timely tender submission and clarifications.
• Maintain tender status, awarded quantities, contract periods, and hospital commitments.

2. Sales Data & Performance Coordination

• Collect and consolidate monthly sales data from distributors in required format
• Maintain accurate sales reports by product, hospital, tender, and distributor.
• Track sales versus tender awarded quantities and highlight variances or risks.
• Prepare management reports for forecasting, performance review, and supply planning.

3. Import & Distributor Coordination

• Coordinate with distributor (Hoang Duc) for purchase orders, shipment planning, and import schedules.
• Liaise with head office supply chain, logistics, and regulatory teams to ensure timely import of products.
• Support documentation for customs clearance, product release, and warehouse receiving.

4. Inventory & Stock Management

• Monitor stock levels at distributor warehouses
• Align inventory with tender awards, sales forecasts, and expiry management by coordinating with sales team
• Plan new stock imports based on sales velocity, tender commitments, and future demand.
• Prevent stock-outs and overstock situations through proactive inventory control.

5. Tender Allocation & Supply Planning

• Track supply performance against awarded tender quantities and contractual obligations.
• Provide early warning to management on any potential supply risk or shortfall.

6. Compliance & Documentation

• Maintain up-to-date records of product registrations, GMP certificates, price approvals, contracts, and tender documents.
• Ensure compliance with Vietnam MOH regulations, distributor agreements, and hospital tender rules.

7. Reporting & Market Intelligence

• Maintain a centralized database of tenders, prices, awarded quantities, stock levels, and sales.
• Track competitor pricing, tender results, and market trends.
• Support management with data-driven insights for pricing, bidding, and supply decisions.

Candidate Profile:

Education

• Bachelors degree in Pharmacy, Life Sciences, Business Administration, or related field.

Experience

• 3–7 years of experience in pharmaceutical tender management in Vietnam.
• Strong familiarity with Vietnam MOH tender system, hospital procurement processes, and bidding regulations.
• Experience working with distributors and hospital procurement teams is a strong advantage.

Skills

• Excellent documentation, coordination, and follow-up skills.
• Strong knowledge of pharmaceutical regulatory and tender procedures.
• Good command of Vietnamese and English (written & spoken).
• High attention to detail, deadline-driven, and well-organized.
• Proficiency in MS Excel, Word, and reporting tools.

What We Offer:

• Opportunity to be a key contributor to a high-growth international pharma company.
• Professional development and career advancement opportunities.
• Dynamic work culture with autonomy, innovation, and collaboration at its core.