The role will support the Finance Team by providing expertise on Procure to Pay end-to-end processes (Procurement, Vendor Management, Contract Management, Invoice Processing, Reconciliation, Purchase Orders, Expense claims/Reimbursements, etc.). The role will act as a subject matter expert and will lead the development and implementation of processes and policies.
Roles Responsibilities:
(Areas that will play to your strength and all the responsibilities we will trust you with)
Process Improvement: Identify and research innovative solutions to optimize systems and processes, focusing on increasing accuracy, efficiency, and cost-effectiveness.
Documentation Management: Ensure financial documentation and record-keeping are maintained systematically in accordance with funder requirements and organizational standards.
Performance Monitoring: Analyze and monitor the P2P process performance to identify areas for improvement and implement best practices across the organization.
Compliance Assurance : Ensure adherence to local and international procurement laws, including regulations on anti-bribery, anti-corruption, and trade.
Stakeholder Collaboration: Work closely with various departments to gather requirements, define process objectives, and develop purchasing plans that align with organizational goals.
Procurement
- Refine and implement end-to-end procure-to-pay process vision/roadmap
- Monitor procure-to-pay process performance identify opportunities for improvement
- Promote a process-oriented culture and promote best practices across the organisation.
- Ensure compliance with local and international procurement laws and regulations, including anti-bribery, anti-corruption, and trade laws.
- Lead the sourcing activities, including the bid/tender process based on the procurement category
- Collaborate with all stakeholders to gather requirements and define process objectives and purchasing plans
- Communicate well and build a rapport with different stakeholders to understand different team needs and provide the required support
- Implementing, and controlling contract and price negotiations to optimize costs
- Coordinate benchmarking processes to ensure requests align with procurement policies and procedures.
- Lead the negotiation process with suppliers during the Sourcing process
- Leverage digital procurement tools and automation to streamline the procure-to-pay process, improve efficiency, and reduce manual interventions.
- Coordination of the contract with responsible departments (treasury, legal, IP, data protection, accounting, technical and other specialists).
- Implementation of a database of all suppliers by their categories.
- Implementation of a database for contracts management
- Management and control of Vendor Master Data to proceed with payment.
- Maintain the Vendor Master Data/Updates/New Vendor Setup.
- Utilize data analytics and reporting tools to track procurement performance, vendor performance, identify cost-saving opportunities, and drive insights into procurement strategies.
Accounts Payable (AP)
- Completes payments and controls expenses by receiving, processing, verifying, and reconciling invoices.
- Resolving purchase orders, reviewing contracts and invoices, analyzing discrepancies and documentation; and issuing purchase order amendments when required
- Charges expenses to cost centers by analyzing invoices, and contracts and liaising with the relevant stakeholders
- Verifies vendor accounts by reconciling monthly statements and related transactions.
- Follow up with requester/approver for invoice approvals
- Coordinating credit card payments and monitoring cost allocation to the respective cost centers
- Processing Staff Vendors Reimbursements, ensuring it aligns with GBL Policies and/or contractual requirements
Travel Management
- Overseeing team travel and accommodation bookings and ensuring they are compliant with our Travel Policy
- Implementing new systems to streamline the travel management process
- Suggest improvements to the Travel Policies and procedures
What should you be comfortable with
- A dynamic environment with competing priorities.
- Working within a global team with shared responsibilities.
- Independently coordinating with coworkers to accomplish goals.
- Being resourceful in new environments and scenarios.
- Problem-solving in high-pressure environments.
Who are you
Ideally you have:
- A Bachelors Degree in accounting, finance or business administration
- 5+ years of work experience in P2P domain, accounting, and financial management or a related field.
- Proficient in GST and TDS matters
- Excellent stakeholder management and communication skills
- Flexibility to work within different time zones
- Proficiency in computer skills; excellent MS office knowledge
- Experience in ERP software and procurement software (e.g. Coupa, Oracle, SAP Ariba etc)
Additionally:
- Work experience within a not-for-profit environment is a plus
- Experience working within an international team
- Chartered Accountant (CA) certification is a plus
- US taxation experience is a plus
