Procurement Operations Specialist - HSBC - Depew, New York - EXPIRED
This is an archive of an expired job.
North America-United States-New York-DEPEW
- Lead on
functional support to the procurement operations department and HSBC Business
Areas in the execution of R2P/Account Payable services.
Performance Metrics are met by proactively identifying performance issues and
creating effective plans to mitigate issues when they arise.
procurement (and/or third party) and business areas to ensure improvements are
identified and leads on projects to implement those improvements.
for monitoring of performance and delivery in key process areas.
strategic and best practices for the Function with in-country colleagues and
globally, where required.
for providing relevant MI to maintain oversight of Global Performance
the monitoring of delivery across all related R2P processes to ensure
consistency, identifies signs of change, and subsequently implements effective
changes as required, to ensure delivery and performance are maintained.
that process and procedures are continually reviewed and improved and the
changes are communicated and implemented effectively.
- The role
also entails the responsibility of checking that internal audits and measures are
undertaken and regularly reviewed in order to maintain quality and productivity
at the optimum level.
timely and compliant (accordance with bank policy and the relevant local
regulatory requirements) processing and payment of all approved invoices and
staff Travel & Entertainment claims, as well as management of purchase
understand the controls environment as it relates to Procurement Operations and
represent Procurement’s position to counterparts in controls and within
and document all controls gaps with action plans to remediate and ensure that
Procurement Operations team (onshore and offshore) are working to address gaps
all required reporting on controls (using a range of tools) and keep key
stakeholders fully updated on progress against controls gaps.
to manage identified issues and escalate when appropriate.
anticipation and mitigation of control gaps
effective relationships with key stakeholders across procurement and business
function to ensure processes end to end are effective and efficient.
- Drive PO
and buying channel compliance.
HSBC internal control standards, including the timely implementation of
internal and external audit points, together with any issues raised by external
- Coordination and management
of issues relating to Business Continuity, Expenses, Records Retention
Management, Information Security, Operational Losses & Near Misses.
- Oversight of timely and
effective invoice and T&E processing to ensure timely payment and that
correct accounting entries are passed feeding to the relevant General Ledgers /
- Be proactive and seek
opportunities to improve the procurement services offered to key stakeholders.
- Drive onshore and offshore
procurement teams to identify, manage and close control gaps and provide
evidence of such as appropriate.
- Liaise with SOX Team,
Auditors, and Controls Team to explain status of controls environment as it
relates to Procurement Operations.
- Keep Global, Regional and
Country leads updated on controls environment, issues and mitigations as
- Work with Chief Control
Office to ensure broader understanding of and adherence to Procurement controls
- Follow up on open actions
to ensure deadlines are met.
- Ensuring a timely and
effective response to user needs related to non-routine or unusual
problems and information requests, as well as those from internal and
- Ensures an effective service
is provided, against published service levels, in accordance with the
Operation (Accounts Payable) FIM.
- Maintain a customer driven
service, whilst critically reviewing and challenging non-standard requests.
- Manage escalated queries and
complaints to resolution.
- Strengthen and broaden
internal relationships with global functions, lines of business, regions
and (where required) other countries who interact with the R2P area.
- Support related local
projects requiring detailed review, working with other departments and
coordinating user requirements and recommendations for quality and
productivity improvements. Support development and implementation of
- Act as a
role model for Procurement; taking ownership with a ‘doing the right thing’
with Local Head of Accounts Payable to ensure effective communication and
- Effective and regular
engagement and communication with offshored resources.
- Support PO Compliance and
Payment on Time targets; educating business areas in the R2P process.
- Provide support and
direction at a local and global level (where required) on all R2P related
- Establish and promote a
learning culture within the team focused on open feedback and continuous
- Drive controls awareness and
mindset within the US Procurement Operations Team.
- Promote an environment that
supports diversity and reflects the HSBC brand.
Effectiveness & Control
- Ensure assigned accounting,
processing, reconciliation and reporting functions are completed timely
and in compliance with internal and external policies and procedures.
Interpret and communicate relevant corporate policy, accounting standards
or reporting requirements and establish process controls to ensure
accuracy of financial sub-system and reported information.
- Ensure effective and timely
reporting, monitoring and recovery of Operational Losses, including
Potential and Near Miss, and timely escalation in line with Group policy.
highlight risk, audit and compliance issues to the senior management team via
MSII’s. Plan key role in management of
audit recommendations with proper action plan and time frame.
- Support Local Head of
Accounts Payable on implementation of productivity and risk and quality
control initiatives from Group Accounts Payable Target Operating Model.
- Coordinates or completes
where required any testing and gathering of samples/information.
other responsibilities, as assigned.
- HSBC Procurement is
undertaking a significant transformation program which will introduce
changes in people, process and systems and create uncertainty.
- Balancing conflicting
priorities between local, regional and global stakeholders.
- Driving change in culture
across Business/Functions to achieve a standardized process for Invoice,
journal/voucher, T&E processing and procurement operations.
- Motivating teams and
colleagues through changes to the organization.
- Involves understanding and
controlling of the work flow of goods/services requests, supplier setup
and maintenance and invoice/expense claim payment through the onshore and
- Ongoing monitoring and
control of payment processes
- The jobholder has
responsibility for overseeing and ensuring that Operational risks are
managed in accordance with the Group Standards Manual, Risk FIM, &
relevant guidelines & standards.
The jobholder should comply with the detailed expectations and
responsibilities for their core role in operational risk management
through ensuring all actions take account of operational risks, and
through using the Operational Risk Management Framework appropriately to
manage those risks.
- This will be achieved by:
- Continuously reassessing
risks associated with the role and inherent in the business, taking
account of changing economic or market conditions, legal and regulatory
requirements, operating procedures and practices, management restructurings,
and the impact of new technology.
- Ensuring all actions take
account of the likelihood of operational risk occurring, addressing areas
of concern in conjunction with Risk and relevant line colleagues, and also
by ensuring that actions resulting from points raised by internal or
external audits, and external regulators, are correctly implemented in a
- Continually reassess the
operational risks associated with the role and inherent in the business,
taking account of changing economic or market conditions, legal and
regulatory requirements, operating procedures and practices, management
restructurings, and the impact of new technology.
ensures an appropriate balance of risk with the cost of control.
of Internal Controls
- Maintains HSBC internal
control standards, including timely implementation of internal and
external audit points together with any issues raised by external
- Maintain and observe HSBC
internal control standards, implement and observe Group Compliance Policy,
including the timely implementation of recommendations made by
internal/external auditors and external regulators. Foster a compliance
culture and implement Group Compliance Policy by managing compliance risk
in liaison with the Local Chief Control Office or Regional Compliance
term ‘compliance’ embraces all relevant financial services laws, rules and
codes with which the business has to comply. This will be achieved by adherence
to all relevant procedures, keeping appropriate records and, where appropriate,
by the timely implementation of internal and external audit points, including
issues raised by external regulators.
- Minimum of one year proven
experience in a payment or accounting related processing department, or
equivalent. Minimum of an Associate's degree in accounting, finance,
related field or equivalent experience. Bachelor's degree preferred.
Strong interpersonal, management, analytical, organizational, customer
service, problem solving (planning and delivery), verbal and written
communication skills. Proficiency with personal computers and pertinent
mainframe systems and software packages. Working knowledge of accounting
and processing systems and spreadsheet software applications preferred.
If you would like to notify the Diversity Recruitment team of your application or if you are simply interested in learning about opportunities at HSBC, please email [email protected]