Procurement Operations Specialist - HSBC - Depew, New York - EXPIRED

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Posted on: 01-23-2020 in Depew, New York

This is an archive of an expired job.

Job Information:

Company: HSBC

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.
• Ensures Performance Metrics are met by proactively identifying performance issues and creating effective plans to mitigate issues when they arise.
• Supports procurement (and/or third party) and business areas to ensure improvements are identified and leads on projects to implement those improvements.
• Responsible for monitoring of performance and delivery in key process areas.
• Shares strategic and best practices for the Function with in-country colleagues and globally, where required.
• Responsible for providing relevant MI to maintain oversight of Global Performance
• Manage 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.
• Ensure 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.
• Ensure 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 orders.
• Fully understand the controls environment as it relates to Procurement Operations and represent Procurement’s position to counterparts in controls and within Procurement.
• Identify and document all controls gaps with action plans to remediate and ensure that Procurement Operations team (onshore and offshore) are working to address gaps timely.
• Complete all required reporting on controls (using a range of tools) and keep key stakeholders fully updated on progress against controls gaps.
• Ability to manage identified issues and escalate when appropriate.
• Proactive anticipation and mitigation of control gaps 

Impact on the Business

• Building 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.
• Drive HSBC internal control standards, including the timely implementation of internal and external audit points, together with any issues raised by external regulators.
• 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 / cost centres.
• 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 appropriate.
• Work with Chief Control Office to ensure broader understanding of and adherence to Procurement controls requirements.
• Follow up on open actions to ensure deadlines are met.

Customers / Stakeholders

• 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 external auditors.
• 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.

Leadership & Teamwork

• 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 system changes.
• Act as a role model for Procurement; taking ownership with a ‘doing the right thing’ approach.
• Engage with Local Head of Accounts Payable to ensure effective communication and reporting.
• 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 matters.
• Establish and promote a learning culture within the team focused on open feedback and continuous improvement.
• Drive controls awareness and mindset within the US Procurement Operations Team.
• Promote an environment that supports diversity and reflects the HSBC brand.

Operational 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.
• Proactively 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.
• Complete other responsibilities, as assigned.

Major Challenges

• 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.

Role Context

• 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 offshore processes.
• Ongoing monitoring and control of payment processes

Management of Risk

• 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 timely fashion.
• 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.
• Always ensures an appropriate balance of risk with the cost of control.

Observation of Internal Controls

• Maintains HSBC internal control standards, including timely implementation of internal and external audit points together with any issues raised by external regulators.
• 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 Officer.
• The 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. 

Qualifications

 

• 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.

EEO/AA/Minorities/Women/Disability/Veterans

 

 

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]