Job Description

The Global Meeting Services Support Specialist is responsible for supporting the global meeting and congress financial process from preparation of engagement agreements for Healthcare Professionals and Organizations to payment via corporate card or purchase order to meeting reconciliation as well as the meetings closeout processes. Payments can include expense reports for corporate meeting expenses and Portal Payment Requests (PPR) for Meeting Planning Agency payment, an Employee Expense Management payment and Health Care Professional reimbursement. Expense reconciliation includes responsibility for verification of meeting-related charges. The Global Meeting Services Support Specialist performs controls that are in line with all company’s policies and guidelines related to meetings and congresses.

Primary responsibilities for this role include, but are not limited to, the following:

• Support the global meeting and congress financial process from agreements preparation to payment to reconciliation.
• Prepare agreements for Healthcare Professionals and Organizations prior to the event based on available templates.
• Support the creation of expense reports on behalf of the indirect procurement and corporate meetings functions and submit documentation per internal guidelines.
  • Audit of Corporate Card statement to ensure all charges on the statement are accurate.
  • Reconcile (for expense reports) Corporate Card statements with charges appearing in the Employee Expense Management System
  • Reconcile invoices/statements prior to expense report/PPR preparation and submission.
  • Validate required receipts for expense report are available/attached.
  • Request any missing receipts/invoices from Meeting Planning Analysis
  • Ensure submission of expense reports/PPRs are done timely to avoid late payments.
• Support and process creation of purchase orders, vendor adds, and associated invoices payments as needed to support the program.
• Ensure that all payments, reconciliation files and journals are tracked and processed in a timely manner and according to our organization's financial processes.
• Work closely with the Meeting Planning Agency (MPA) to facilitate payments for congresses and meetings.
• Work with our company's Card Strategy and Procure-to-Pay organizations as needed for payment issue resolution.
• Maintain and continuously update process documentation (Standard Operating Procedures)
• Handle inquiries as needed.
• Demonstrate professionalism and attention to detail in dealing with colleagues, internal clients, and suppliers.
• Assist management to facilitate continuous process improvement and ensure tight cost control, leading and supporting Lean initiatives and maintaining integrity of systems.
• Any other duties that are within the scope, spirit or purpose of the role or as reasonably requested.

Education:

• Bachelor’s degree in business administration, Science, Economy, Accounting, Finance, or any other related disciplines.

Skills Required:

• Effective communication (internal & externally) skills both written and spoken in Portuguese and English. Other languages are welcomed.
• Minimum 3 years of work experience in HCP events, accounting, payroll, finance or business administration.
• Demonstrated continuous improvement skills.
• Detail oriented.
• Resilient.
• Ability to work collaboratively within a geographically disbursed team in a fast-paced and high-volume environment with emphasis on accuracy and timeliness.
• Strong communication, interpersonal, and organization skills required.
• Positive and proactive attitude, can-do mindset, problem solving and analytical skills.

Preferred:

• Experience with SAP (Employee Expense Management, Shopping/Purchase Order, and Payment Portal Requests), CVENT, Veeva.
• Advanced Microsoft package, Power BI, Data Analytics, RPA, Six Sigma.
• Results oriented, sense of urgency, knows how to prioritize, ability to communicate and to create rapport with stakeholders, growth, and digital mindset.
• Should have a broad knowledge and understanding of most meeting types, be familiar with congresses/conventions, travel, and payments and be up to date on internal procedures, guidelines, and policies within our company.
• Experience in a global environment setup.

What we offer:

• Exciting work in a great team, global projects, international environment
• Opportunity to learn and grow professionally within the company globally
• Hybrid working model, flexible role pattern (e.g., even 80% full-time is possible in justified cases)
• Pension and health insurance contributions
• Internal reward system plus referral program
• 5 weeks annual leave, 5 sick days, 15 days of certified sick leave paid above statutory requirements annually, 40 paid hours annually for volunteering activities, 12 weeks of parental contribution
• Cafeteria for tax free benefits according to your choice (meal vouchers, Lítačka, sport, culture, health, travel, etc.), Multisport Card
• Vodafone, Raiffeisen Bank, Foodora, and Mall.cz discount programs
• Up-to-date laptop and iPhone
• Parking in the garage
• Competitive salary, incentive pay, and many more

Ready to take up the challenge? Apply now!
Know anybody who might be interested? Refer this job!

Current Employees apply HERE

Current Contingent Workers apply HERE

Search Firm Representatives Please Read Carefully
Merck & Co., Inc., Rahway, NJ, USA, also known as Merck Sharp & Dohme LLC, Rahway, NJ, USA, does not accept unsolicited assistance from search firms for employment opportunities. All CVs / resumes submitted by search firms to any employee at our company without a valid written search agreement in place for this position will be deemed the sole property of our company. No fee will be paid in the event a candidate is hired by our company as a result of an agency referral where no pre-existing agreement is in place. Where agency agreements are in place, introductions are position specific. Please, no phone calls or emails.

Employee Status:

Regular

Relocation:

VISA Sponsorship:

Travel Requirements:

Flexible Work Arrangements:

Hybrid

Shift:

Valid Driving License:

Hazardous Material(s):

Required Skills:

Account Collections, Adaptability, Analytical Problem Solving, Balance Sheet Account Reconciliations, Business Support, Compliance SOX, Credit Management, Financial Accounting Controls, Financial Operations, Human Resources (HR) Shared Services Advisory, Interpersonal Relationships, Preparation of Financial Reports, Project Management, Quantitative Analytics, Vendor Management

Preferred Skills:

Job Posting End Date:

06/16/2025

*A job posting is effective until 11:59:59PM on the day BEFORE the listed job posting end date. Please ensure you apply to a job posting no later than the day BEFORE the job posting end date.