Supervisor Source to Settle

Position Title:     Procure to Pay Supervisor

Summary: 

The Procure to Pay Supervisor will be responsible for providing strong Team leadership on the day-to-day operations of the HBP Procure to Pay (PTP) processes covering AEMEA and/or North America for the Hershey Business Platform (HBP) Center based in Manila to ensure the Service Level Agreements and operations metrics are met.  On an ongoing basis, the supervisor will engage, train, and coach the team and ensure that strong controls/SOX compliance are in place within the PTP work processes. He/She will drive the execution of the key PTP process improvement initiatives and systems automation projects. He/She will also be responsible for the timely resolution of issues identified as well as putting in place the Root Cause Analysis and necessary work process documentation. The Procure to Pay Supervisor would play a vital role in helping the Manager run the PTP function smoothly. The detailed responsibilities are mentioned below.

Summary of Major Duties:

Business Operational/ Supporting Process and Documentation/ Issue Resolution:

•Supervises the day-to-day operations of PTP ensuring that service level agreements are met in terms of operations executions.

•Supervises the monthly closing-related activities of the PTP accountants ensuring that closing deadlines are met.

•Responsible for responding to issues quickly and resolving PTP issues related to payments, inquiries, and concerns from vendors, and internal and              external Business Partners. Lead the global work routing initiatives

•Ensures all emails on PTP common mailbox will be attended to, ensures no payment delays, and leads the DRM to discuss all issues and propose next            steps.

•Leads the resolution of issues identified during the normal course of PTP operations and ensures all concerns raised are addressed and closely         monitored.

              •Escalates issues and works on resolutions in a timely manner.

People Management

•Conducts regular 1:1 with direct reports covering Performance Management and other people-related discussion items.

              •Provide coaching on the technical accounting areas to STS staff.

•Performs a quarterly and annual performance evaluation of all direct reports and proposes a rating for the annual calibration exercise.

•Plans for a process of job rotation within PTP workstream to ensure workload balance and a robust backup system for the team. Consistently review         and implement the plans on a quarterly/annual basis.

•Responsible for training and mentoring new members of the Disbursement group and leading the training if there are new processes to be implemented.

Key Performance Indicator/ Metrics/ Service Level Agreement/ Process Improvement Management:

              •Ensure key operational metrics and SLAs are achieved on an ongoing basis

•Prepares a summary of monthly KPI results and highlights for the group and communicates the PTP metrics to the HBP Manila PTP Manager.

              •Works with the PTP Manager in drafting and implementing work process improvements for PTP.

•Identifies, initiates, and implements work process improvements within the accountant’s processes.  These improvements should result in less time            spent on completing tasks and improved overall processes under PTP.

•Lead the regular reviews of PTP work processes to identify areas of improvement that will result in dollar ($) and FTE savings for GSS.  Document          these changes in formal change documents that can be shared and re-applied to other groups and regions.

•Responsible for defining relevant KPIs for the AP processes.  The KPIs should be aligned with the Business Managers (i.e Finance) in terms of              expectations, targets, reporting and issue resolution.  Apart from defining measures, the Supervisor is responsible for timely updates, reporting to customers, identifying issues, analyzing issue root causes, and leading the resolution of those issues.

              •Responsible for complying with the Service Level Agreement defined for PTP.

Project Management

•Develop transition plans for consolidating and standardization processes into the HBP Center in Manila.

•Leads the execution of the transition plan by working with all relevant parties including internal and external resources on project tasks and            timelines.

              •Deliver the agreed-upon success measures during and after cut-over.

•Work with the HBP Manila PTP Manager to communicate and gain alignment on the change resulting from the transition to the key stakeholders. Ensures that all concerns raised are addressed and are closely monitored.

Vendor/Customer Relationship Management:

Opportunity Management

•Ensure that there are necessary resources available for the resolution of escalated customer/vendor issues.

•Assist in the planning, organization, and execution of customer visits to identify and resolve issues and to seek business-building opportunities.

Account Management

              •Provide quick turnaround feedback to internal and external customers' inquiries.

              •Build and maintain effective relationships with Vendors and Customers/ Business Units.

              •Maintain up-to-date contact of vendors and customers

              •Coordinate with vendors in reconciling their accounts

Communication and Collaboration

              •Sends the monthly Invoice Submission Notification

•Sends out correspondences to internal and external customers if there are changes or new guidelines that need to be implemented related to PTP.

              •Collaborates with internal and external customers to understand their issues.

•Answer incoming phone calls and respond to vendor/customer inquiries in a timely manner and in accordance with standards and policy.

•Proactively communicate service-related issues including on-time payment of vendor invoices, customer claims, and employee's expense reimbursements.

              •Ensure effective team coverage and overall customer service

Markets:             AEMEA or US/Canada

Functions:          AP/Disbursements, Vendor Master Data, Employees Travel and Expense reimbursements, Global Travel Services,Sourcing Administration

No. of Stakeholders:       AEMEA =15 and US/Canada=30

Employees Supervised:  10-20 employees

Annual Disbursements: Approximately USD 2.2 Billion (US/Canada) and USD 800 million (AEMEA)

Annual Volume of transaction:   Approximately 350,000-400,000 invoices, Expense Reports, PO and Vendor creation

Skills:

            Working knowledge and profiency on core SAP standard reports and system functionalities specific to FI Module

            Solid experience in leading Source to Settle process and General Accounting Credit Management, and Treasury Management

            Proficient supervisory skills

            Proficient understanding of US GAAP and local GAAP

            Proficient in MS Office Applications (word, excel, powerpoint, visio, access, project, and etc)

            Interpersonal Communication Skills, Relationship Management and Collaboration Skills

            Ability to read and interpret  Financial statements

            Some Order to Cash Process Knowledge, Understanding of Related Transactions, Policies and Guidelines and Performance Measurements.

            Strong Oral and Written Communication Skills

            Attention to Detail, Strong Analytical and Problem Solving Skills

            Adaptive to Fast and Continuous Change

            Strong Initiative

            Ability to prioritize many tasks and decisions

            Good overall business acumen

            Professional and trusthworthy

Competencies:

• Leadership
• Team Approach
• Leading and Developing Others
• Customer Focused and Results Oriented
• Organizing and Planning
• Problem Solving
• Learning
• Listening and Interpersonal Skills

Education:          Bachelor’s degree in Accounting, Finance, Business Admin or equivalent. 

Experience:        5 years experience in the BPO or shared service industry handling Source to Settle and 2 years experience as Team Leader.