Trainee, Asset Operations, PPM tool implementation PMO

POSITION

Job Title:

Trainee, Asset Operations, PPM tool implementation PMO

Division / Function:

Asset Operations Team, within Global Portfolio Operations (GPO)

Manager's Job Title:

Head of Asset Operations

Ipsen Job Profile:

Strategy & Transformation

Location:

Paris (FR)

WHAT - Summary & Purpose of the Position

The primary mission of the Trainee, Asset Operations, PPM tool implementation PMO is to support the execution of the new Program and Portfolio Management (PPM) tool implementation, with a focus on supporting project core team and GPO LT in all aspects of project planning, execution, monitoring, and communication.

The secondary mission of the Trainee, Asset Operations, PPM Tool Implementation PMO, when not working on their primary mission, will be to support Asset Operations Leads (AOLs) in operational delivery of portfolio programs and continuous improvement activities targeting process efficiency updates, transformation initiatives, and internal communication events for the GPO organization.

The Trainee, Asset Operations, PPM Tool Implementation PMO will be working under the supervision of the Head of Asset Operations, and will closely collaborate with several key members of the GPO organization, including AOLs, Heads of Asset Operations, Head of Portfolio Analytics & Reporting, Head of Portfolio Operations & Governance Excellence, CMC Project Managers (CMC PMs), Executive Assistant as well as being exposed to other functions representatives within and outside R&D.

WHAT - Main Responsibilities & Technical Competencies

Transversal Projects Execution

• Work in partnership with the Head of Asset Operations, Head of Portfolio Analytics & Reporting, Head of Portfolio Operations & Governance Excellence, and AOLs to deliver transversal projects aiming at continuous improvement of process, tools and operational execution across the Asset Operations and GPO organizations, with a specific focus on the implementation of the program and portfolio management (PPM) tool (see below).

PPM Tool Implementation

• Work in close relationship with Project Core Team for Project Preparation and Planning Support
• Support the creation and updating of project charters, timelines, and milestone trackers.
• Help schedule and prepare for project meetings (agendas, minutes, action logs).
• Maintain stakeholder contact lists and communication plans.
• Track dependencies and risks logged by workstream leads.
• Work in close relationship with Head of Portfolio Operations & Governance Excellence, for Training and Change Management
• Assist in preparing user guides, quick reference sheets, and training materials.
• Create "how-to" step-by-step guides (in any relevant format) for internal use.
• Support the delivery of training sessions (e.g. manage invites, collect feedback, monitor attendance).
• Help collect and summarize user feedback post-training.
• Track user issues and questions during early adoption.
• Work in close relationship with Head of Portfolio Operations & Governance Excellence, and Head of Asset Operations for Stakeholder and Communication Support
• Draft project updates, newsletters, or status summaries for internal distribution.
• Support stakeholder engagement sessions, demonstrations, and workshops.
• Maintain a project FAQ or knowledge base for common user questions.
• Track action items and follow up on outstanding tasks across teams.

Support to Operational Delivery

• If time and schedule of the PPM tool implementation activities allows; work in close relationship with AOLs and/or CMC PMs to support the operational delivery of portfolio programs.
• Update of onboarding materials (i.e. slide deck training material, asset charters for Asset Operations team)
• Introduction to planning tool and planning update under AOL/CMC PM supervision
• Insights creation (transversal Asset Operations data collection and analysis to identify potential trends and improvements)
• Introduction to resource management tools and process under AOL/CMC PM supervision
• Asset engagement exercises

HOW - Behavioural Competencies Required

Excellence in Execution

• Approaches priority setting and setting the stage through the lens of execution
• Establishes clarity about the goals, accountabilities, timelines, and next steps; can identify/spot opportunities for real impact on patient and society
• Able to be focused and performance-driven with clear KPIs
• Plans and aligns effectively (steps, resources, timelines etc.)
• Displays a commitment to best practice sharing and setting
• Promotes single point of accountabilities

This role involves managing multiple projects, timelines, and deliverables. Excellence in execution ensures the trainee can prioritize, plan, and deliver effectively.

Collaborates

• Collaborates and communicates without boundaries, continuously removes organizational barriers
• Focuses on continuous improvement; integrates and leverages key learnings, showcases resourcefulness, learning/experimenting at scale, demonstrates strong entrepreneurial behaviors and mindset

The trainee will work with various stakeholders across departments. Collaboration is essential to navigate cross-functional teams and deliver results.

Communicates Effectively

• Asks open questions and digs deeper; shows care and respect for different perspectives (both verbally and non-verbally) and able to relate to other points of view
• Communicates transparently, tells it how it is while keeping the communication respectful
• Builds clear and crisp messages with structure and focus, uses visual communication and storytelling to make the message easy to digest and connect with the outcomes
• Demonstrates gravitas

Clear communication is vital for preparing training materials, meeting documentation, and stakeholder updates.

Manages Ambiguity

• Can make high quality decisions and act or lead without perfect information
• Demonstrates resilience and is able to let go of sureness

The role involves working in transformation and tool implementation projects, which often lack clear paths. Managing ambiguity is key to navigating uncertainty.

Nimble Learning

• Recognizes effort, successes, as well as failures, and ensures key learnings are integrated into ways of working/being
• Rebounds from setbacks and adversity when facing difficult situations

As a trainee, the ability to learn quickly from both successes and failures is crucial for adapting to new tools, processes, and organizational dynamics.

HOW - Knowledge & Experience

Knowledge & Experience (essential):

• Experience in project management with multiple stakeholders.
• Previous exposure to project management tools
• Interest for the Pharmaceutical / Biotech industry and appetence for understanding of the drug development process, clinical development, and project management.
• Agility, proactivity, problem solving and emotional intelligence.
• Ability to work collaboratively in a cross functional environment.
• Excellent communication (written and verbal) and interpersonal skills.
• Experience in facilitating project team meetings, cross-functional communication, and ensuring alignment with internal/external stakeholders.
• Experience at working both independently and in a team-oriented environment.
• Demonstrated ability to effectively prioritize, multitask and execute tasks in a fast-paced environment.
• Important sense of urgency and ability to pace the team work to complete milestone achievement in highly competitive environment.
• Strong customer and patient focus

Knowledge & Experience (preferred):

• none

Education / Certifications (essential):

• Bachelor's degree in science.

Education / Certifications (preferred):

• Education in business, leadership or communication is a plus.

Language(s) (essential):

• English

Language(s) (preferred):

• French is a plus.

The statements contained herein reflects general details as necessary to describe the principal functions for this job, the level of knowledge and skill typically required, and the scope of responsibility, but should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned, including work in other functional areas to cover absences or relief, to equalize peak work periods or otherwise balance workload.

This description is not intended to be constructed as an exhaustive list of duties, responsibilities, or requirements for the position. This position may change or assume additional duties at any time. The employee may be requested to perform different or additional duties as assigned. All Employees are expected to adhere to all company policies and act as a role model for company values.