Job Summary:
Shift: Aligned to the shift timings/schedule of the Region
Vendor and Contractor Management:
- Vendor Invoicing:
- Monitoring the monthly invoices and ensuring the accuracy of the information
- Coordinating with Partners and Hiring Managers to obtain any necessary approvals needed
- Coordinating with Finance to ensure turnaround within the agreed SLA
- Liaising with vendors for any adjustments, corrections or/and missing documentations
- Amendments of Purchase Orders when required including but not limited to extensions, price adjustments and/or remapping the chargeability
- Contingent Worker Invoicing:
- Ensuring Payments are released to contractors in a timely manner by coordinating with the relevant internal teams
- Amendments of Purchase Orders when required including but not limited to extensions, price adjustments and/or remapping the chargeability
- Execution of exceptions and out of budget payments where and when needed
- Vendor Statement of Work:
- Creation of Vendor Statement of Work
- Ensuring accuracy of information
- Sharing the Statement of Work with the relevant vendors
- Creating and maintaining a tracking sheet with all Statement of Work information
Contract renewals:
- Vendor contracts:
- Ensuring procurement contracts nearing end dates are flagged within the appropriate times
- Coordinating with the concerned team to extend or terminate the contracts where needed
- Contingent Workers Contracts:
- Liaising with internal teams to issue variation letters where needed
- Obtaining all the necessary approvals and signatures
- Extension of internal compliance checks
- Amendments of any other documentation to reflect on the changes made to the contracts
Procurement process:
- Creation of Vendor Profiles
- Completion of vendor registration in an accurate and timely manner
- Coordination with the concerned departments to ensure turnaround within the agreed SLA
- Updating stakeholders of the progress of the vendor profiles
- Creation of Purchase Orders
- Completion of the purchase order forms
- Coordination with the Administration team to ensure turnaround within the agreed SLA
- Obtaining any necessary approvals needed to finalize the Purchase Order
- Consolidation, tracking and sorting of the Purchase orders
- Consolidation of reports and report generation using Microsoft Power BI.
- Bi-weekly reporting to internal stakeholders
- Bi-Weekly management reports of activity and utilisation
- Extraction of Monthly Hiring Targets
- Extraction of Monthly Headcount reports
- Any other reports as determined by the Service Lines
- Ensuring correct data is flowing into the reporting
- Regular testing and trouble shooting
- Collaborating with internal data owners to ensure data availability for extraction
Internal Due Diligence:
- Independence Compliance:
- Ensuring all vendors and contractors are taken through the correct independence and compliance channels
- Extension of independence reports when needed
General Administration:
- Support ad hoc Talent processes unique to the Service Line.
- Coordinate and support regular and ad hoc Talent meetings or Service Line specific events, including invitation management, facilitation and minute taking.
Knowledge and Skills Requirements:
- Intermediate to advanced skills in Microsoft Office, particularly Excel, PowerPoint, Power BI and Outlook
- Strong attention to detail and data administration and analytics skills, with a focus on working with large quantities of data from various sources
- Possess the ability to communicate with stakeholders at all levels to provide clear and concise information in both written and verbal formats.
- Time management and the ability to deliver in a fast-paced environment with competing priorities
- Ability to perform and manage multiple tasks simultaneously and work well under pressure and with time constraints.
- Excellent client service skills, networking, and relationship development skills
- Ability to be successful in a virtual team environment, working with limited supervision
Education:
- Bachelor’s degree, preference will be given for those with HR Specialisation
Experience:
- Minimum of 4 years of progressive experience in HR or related field at a coordinator or administrative level
- Demonstrated experience working with different stakeholders with competing needs
- Working in international and diverse environments
EY exists to build a better working world, helping to create long-term value for clients, people and society and build trust in the capital markets.