Job Description
STS Supplier Onboarding and Administration Senior Specialist
Position Overview
Our Company's Global Business Solutions (GBS) organization is responsible for the design, governance, and execution of global processes. Within GBS, the Source to Settle (StS) organization is responsible for ensuring employee purchase orders and supplier invoices, and payments are processed timely and efficiently. The StS process includes Vendor Master Data setup, Supplier Onboarding, Purchasing, Invoicing, Settlements, and StS Support.
The senior specialist will be accountable and responsible for the end-to-end Supplier onboarding process, sustainment, and improvement of the Source to Settle (StS) process and sub-processes, inclusive of Vendor Master Data Management and Procurement and Local Markets support.
Position Responsibilities
Primary responsibilities for this position include, but are not limited to, the following:
Supplier Onboarding Management and Fraud Prevention (up to 80%):
Serve as the single point of contact for supplier onboarding for all stakeholders, both internal and external (suppliers).
Be accountable for the full end-to-end supplier onboarding process for assigned cases, ensuring governance management and support for existing supplier data changes.
Proactive follow-up (phone & email) with the suppliers who have not finalized their registration
Serve as an important front-end gatekeeper to prevent fraud cases for the organization
Process Execution and Compliance:
Execute the onboarding process according to the standard support model and established tools.
Ensure the application of adequate internal controls as needed.
Follow, execute & safeguard the fraud prevention process strictly
Issue Resolution and Escalation Management:
Proactively evaluate cases, identify issues, and bring solutions to minimize escalations with suppliers and procurement.
Handle escalations and resolve complex cases effectively.
Ensure proper defect resolution by analyzing data and specific cases, conducting root cause analysis, and implementing corrective actions.
Training and Knowledge Management:
Participate training for new joiners and provide ongoing knowledge refreshers for the team.
Collaboration and Communication:
Cooperate closely with IT, Procurement, Finance and VMD teams regarding system issues and process improvements.
Represent the SOA team in client visits/calls and cross-functional communications.
Conduct regular phone calls with vendors to foster strong partnerships, streamline operations, and proactively prevent potential fraud events.
Senior Specialist specific tasks
Coordinate supplier’s and tickets assignment in the team and ensure timely follow-up
Audit SOA operational work to ensure compliance with SOP and SLA
Handle escalations and complex cases resolution
Facilitate new joiners’ trainings and team knowledge re-freshers
Cooperate closely with IT, Procurement and VMD teams in terms of system issues and other process defects and improvements
Represent the team for client visits/calls, cross-functional communication and SOA global communication
Support process improvements, automation and other GPO projects
Develop specific documentation and reference materials for SOA process
Analyze data feeds and reports which are critical to daily operations, weekly and monthly data analysis of team performance
Back-up activities for people management
Be responsible for people management activities for any direct reports
Ensure proper defects resolution: Analyze data/specific cases, identify issues/process deviation, assure root cause analysis root causes and address solutions
Ensure the application of adequate internal controls, when needed.
Collaborate with other Process Stewards (Procure to Pay/Settlement, Accounting to Reporting, Master Data, and others) in all our Company divisions to ensure continuity and alignment across global end-to-end processes
Have active participation in the implementation of projects which require experience and StS technical or functional abilities; work collaboratively with other business partners (including IT) to execute approved projects in a timely manner
Support Company merger and divestitures efforts as needed.
Support the development of StS content to ensure accurate communication and standard training
Help educate and support our Company employees on the StS process and tools
Ensure alignment with our Company process policies and standards
Maintain files and documentation thoroughly and accurately in accordance with company policy and accepted accounting practices
Ensure compliance with company policies and procedures and supports company mission, values and standards of ethics and integrity
Education & Experience
Bachelor’s Degree in Business, Accounting, or Finance
Minimum of 4 years of experience in a finance or accounting department of a multinational company preferred and 2 years in current position
Minimum of 2 years of relevant work experience (Procurement Sourcing and Contract) with a demonstrated record of customer focus and project delivery
Business process knowledge, together with demonstrated skills in project implementation is a plus.
Ariba experience is a plus (including but not limited to Supplier Management / SLP)
Apex Supplier Portal experience is a plus
Business level of English (both written and spoken)
Technical/Soft Skills Requirements
SAP Experience (is a plus)
Intermediate to Advanced PC skills (MS Excel, Word, PowerPoint) required
Ability to work independently and with a team in a fast-paced and high-volume environment with an emphasis on accuracy and timeliness
Ability to implement support around a long-term vision and milestones needed to drive the realization of that vision
Positive, engaging disposition with high personal integrity, credibility, and energy.
Good communication skills and ability to manage stakeholders’ requests in an efficient and assertive manner
Advanced problem-solving and analytical skills with a proactive management style to implement new processes
Results-oriented, sense of urgency, knows how to prioritize, ability to communicate and to create rapport with stakeholders, effective communication. Process improvement orientation, innovation and change agent. Migration experience
Project Management skills desired
Strong ability to coordinate and manage multiple projects
Willingness to travel for meetings and projects (