Invoice and Contract Administration

Review invoices on Serengeti and deal with them as per below

Upload invoices as necessary (Example: Steven & Bolton (Immigration) or small law firms)

Check Payment status with Finance (Emails received from law firms to confirm the payment date)

Send an email to Avani and Finance Team to make provisions (Monthly)

Check Invoices and prepare and update Savings Register

Prepare and update LL invoices Register

Support Accord EMENA contract registration process

Register all EMENA contracts into our systems making sure that fully executed copy is kept

Monitor contract expiries (Quarterly basis) and generate workload for legal team

Prepare Accord GR agreements list (Quarterly basis) to comply with GR legal requirements

Support signature process

Deal with originals

Scan if necessary and confirm if it is the last version and leave copies on Marc’s desk (Accord ES, previously Intas IN and Intas EU)

Send original agreements or corporate docs by courier

Log in DHL website and prepare shipment

Give envelope to Judit or Veronica

Send an email to the relevant person confirming the AWB details

Multiple expiry dates Agr (Lic & Sup Agr, Tech Transfer Agr, Manufact Agr, Distrib Agr)

Mark the agreement as Signed in workload tracker

Save a copy in Agreements folder

Check the information and upload a copy in Newton as Marc Comas signed

Send an email to the relevant person confirming it has been recorded and send an email to Prakash in order to manage Mr Yagnik and Mr Maheshwari signatures

Once signed, upload the fully executed copy and mark the agreement as In force

Single expiry dates Agr (CDAs, Services Agr, Development Agr, Co-Development Agr)

Mark the agreement as Signed in workload tracker

Save a copy in Agreements folder

Record the contract adding the relevant information and upload a copy in Newton





Send an email to the relevant person confirming it has been recorded

Upload Termination Agr

Mark the agreement as Signed in workload tracker

Save a copy in Agreements folder

Create a new revision and modify the status to Terminated. Upload a copy in Newton.

Send an email to the relevant person confirming it has been recorded

Upload other documents such letter re notices

Mark the document as Signed in workload tracker

Save a copy in Agreements folder

Create a new revision and record the contract adding the relevant information and upload a copy in Newton. Add a comment with the details

Send an email to the relevant person confirming it has been recorded

Upload PoAs

Mark the PoA as Signed in workload tracker

Save a copy in Agreements folder

Create a new revision and record the PoA adding the relevant information and upload a copy in Newton. Add a comment with the details

Send an email to the relevant person confirming it has been recorded

Provide training and assist the team (create drafts if needed)

Notify errors and new improvements

Update Manual

Support and maintain EMENA legal team’s trackers

Ensure functionality

Prepare Tracker next FY re Work Request, work done, time to respond

Produce Reports

Executive meeting slides (Monthly basis)

Budget on Serengeti (Annually)

Assist RM to prepare Legal budget (Annually)

Out-Licensing Agr (Monthly basis)

Prepare Dashboard

Evolution

Invoices on Serengeti FY ends (Annually)

RMB

Quarterly Request companies register certificate (PoE requested by Accord PL)

Notaries interaction

CPPs Intas,



MA Transfers; GMPs and LoAs which need to be apostilled

Scan document if necessary

Send email to notary [email protected]

Talk to Judit or Veronica to collect the document

Once received, leave the original copy at locker No 9

Send a copy of the invoice to Elena Oriza so that she can complete the PO template

Check the documents received and if necessary, scan and send them to the relevant Legal Member

Support legal team with systems used: Serengetti, Newton, ContractPodAI, SAP

Meetings

Assist to the meeting for the following matters

Invoices (Weekly)

Newton (Once every two weeks)

Accord GR (Monhly)

Record PoAs

Mark the PoA as Signed in workload tracker

Save a copy in Corporate folder

Record the PoA adding the relevant information in PoAs register

Send an email to the relevant person confirming it has been recorded

File Info Corporate

If necessary, save a copy of different corporate documents such deeds, certificates, PoAs… Also, Finance information such Annual accounts, etc.. (Poland and UK)

Others

Core Competencies

Time Management

Problem Solving

Dealing with Ambiguity

Drive for Results

Relevant Functional/Technical Skills or Industry Experience Quick learner, with excellent attention to detail and logical approach.

Strong organization skills, able to manage a busy workload to meet deadlines and prioritize multiple projects.

Strong communication and interpersonal skills (in written and spoken English), comfortable liaising with stakeholders of all levels, can navigate cultural differences with ease.

Good computer skills in Microsoft Word, Excel and PowerPoint. AI experience is a plus.

Relevant Professional / Educational Background

Finance experience

Exposure to multi‑national environment

Additional post‑graduate studies in accounting or finance.

📌 Legal Operations Officer, Europe (Madrid)
🏢 Accord Healthcare
📍 Madrid