Procure To Invoice Senior Procurement Analyst

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Job Description: Procure To Invoice Senior Procurement Analyst

Individual Contributor and SME

Reports to: Procure To Invoice Leader

Level: Senior Associate

Job Purpose

EY’s Supply Chain Services help connect our people to leading services and suppliers. Supply Chain Services was launched as part of EY’s NextWave strategic initiative to simplify our business and strengthen EY’s overall supply chain. A key function under Business Enablement, Supply Chain Services is a global team with more than 600 professionals with representation in more than 35 countries.

Source to Settle Enablement (S2SE) optimizes the source to settle lifecycle through delivery of best-in-class user experience, processes and tools to enable more efficient spend management, S2SE delivers exceptional stakeholder experience by simplifying the source-to-settle process, reducing the administrative burden to drive financial success for EY and our clients.

The Senior Procurement Analyst is part of S2SE Procure to Invoice team which works to resolve invoice exceptions for Purchase Orders (POs) in close co-operation with the Accounts Payable Team, EY Business Users, Sourcing Managers and EY suppliers.

The Procure to Invoice Analyst clears Account Payable invoice exceptions as a result of mismatch between purchase order, goods receipt confirmation, and supplier’s invoice. Following are list of responsibilities:

• Monitor, analyze and resolve purchase order invoice exceptions created in the Vendor Invoice Management (VIM) tool daily
• Document root cause of exception trends and lessons learned to prevent future occurrence of non-routine processing and improve existing processes
• Partner with Finance to resolve outstanding reconciliation items in the goods receipt/invoice receipt clearing account
• Interpret purchase order exception data to opportunities to improve the purchase order structure
• Liaise between Accounts Payable, Finance, EY business users, Sourcing Managers and EY suppliers
• Strong oral and written communication skills - Communication with external third parties (suppliers) that might also be a client to EY is required
• Prepare status reports and operational statistics to capture monthly metrics
• Participate in weekly meetings with respective Accounts Payable team to audit aged exceptions, evaluate exception clearing performance, and document training opportunities
• Responsible to achieve regional targets as per SLAs and defined department goals
• SOP adherence – manage end to end activities aligned to the role (Procure to Invoice)
• Monthly audits of open purchase order requests based on global KPIs
• Manage email within 48 hours of receipts and resolve escalations as required
• Drive and encourage process standardization/improvement/automation projects with the team, ensure timely completion of projects
• Contribute minimum of 5 process improvement ideas and convert into a Brand Value submission for each year
• Earn at least one Bronze EY badge
• Participate with process improvement/automation projects as required

Other key deliverables

Accountable for efficient and effective delivery of S2SE Operations plans, including but not limited to:

• Champion and role model the EY & SCS team Values while proactively working to develop a positive culture in the team and the wider business
• Participates in training and on-boarding of new Procure to Invoice Analysts
• Actively supports implementation of EY procedures and policies in all daily activities
• Support KPI reporting based on agreed targets in a proactive manner
• Ensure exceptions are cleared timely per established KPIs with quality and ensures 90% of exceptions are resolved within 2 days
• Follows work instructions and guidelines (Play books) when executing work tasks
• Collaborates with end users and stakeholders to contribute to a good working relationship, answering questions, collect feedback and actively look for areas for improvement
• First Point of Contact for all business issues and concerns – lead from front
• Escalate issues proactively to Procure to Invoice Leader to prevent escalations
• Participate in weekly process reviews and controls with team members under the Operations Excellence framework, ensuring team delivers value addition.

Core Competencies and Required Education/ Experience

• Language – Expert in English and other foreign languages are need basis
• Bachelor’s degree is required, preferably in procurement, business administration or accounting. Any additional supply chain related certificated are added advantage
• Good level of knowledge and understanding of the Source / Procure to Pay Process is required
• Knowledge of SAP SRM, ECC, VIM and Ariba Network is preferred
• Strategic thinker: ability to identify gaps and inconsistencies in the process, and recommend strategies that will prevent future exceptions
• Collaborate with cross-functional teams to investigate supplier escalations and unpaid invoices
• Create and maintain documentation of exception management processes
• Develop reporting to track statuses, potential improvements, lessons learned and other business-related data to monitor timeliness, accuracy, and missed savings
• Provide support to other team members as assigned by leadership
• Perform other one-off duties as assigned by leadership
• Should be a good people manager, good team working capabilities- preferably experience from working in a virtual/global team
• Culturally sensitive, capable of handling interactions with a “global mind set”
• Good interpersonal skills – able to handle conflict situations and resolve issues satisfactorily
• Ability to organize own work and work independently
• Excellent organization, analytical and problem-solving skills
• Positive, can-do attitude and good business acumen
• +5 years of working experience
• Lean Process Management mind set- provide suggestions to improve service delivery, process efficiency, automations and innovation

The ideal candidate will have:

• Ability to work under pressure and deliver to tight deadlines
• Ability to multitask and deliver multiple deliverables at once
• Ability to question how things are done or voice a differing opinion
• Results oriented with a focus on efficiency
• Positive, can-do attitude and good business acumen

Proficiency in the following tools:

• Microsoft Excel
• Microsoft PowerPoint
• Microsoft Word
• Microsoft Visio

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