British Council recruitment for a Purchase to Pay Officer, 17th October, 2018

⏲ Oct 17, 2018, 7:07 PM
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The British Council is the world's leading cultural relations organization and creates opportunities for people in the UK and worldwide to understand each other, to work together and learn from one another. We see this as crucial to building secure, more prosperous and sustainable futures for us all. We build trust and understanding between different countries and cultures and develop strong international links that are of benefit to people in Britain and the rest of the world. We are recruiting to fill the position below: Job Title: Purchase to Pay Officer Locations: Abuja or Lagos Role Type: Advisory, Policy & Expertise Pay Band: PB 4 - H Duration: Indefinite contract Reports to: Facilities manager Role Purpose

To provide accurate and timely administrative support to the Nigeria Facilities Function in the areas of procurement, master data management, contracts database management and the broader supplier management process.

Geopolitical/SBU/Function Overview

The British Council Nigeria, as part of the Sub-Saharan Africa (SSA) region, is in the process of transition to new procurement processes in line with a new corporate approach.
This includes strong aspirations for improvement in the areas of compliance, data management, and best-practice management of suppliers and contracts.
In line with expansion in the Nigeria operation overall, the Facilities function is also growing and introducing new approaches to best practice, and as a result requires strong administrative support to its procurement processes.

Main Accountabilities Finance data entry and procurement administration:

Follow up with the Facilities unit on the timely receipt of accurate original invoices
Reconcile or resolve value discrepancies
Act as contact point between the Finance and Facilities units re payment
Follow up on downpayments and operational advances clearance in line with corporate policy
Ensure the corporate procurement policy and external financial regulations and procurement policies and processes are met in all aspects of the role
Check that Purchase Requests received from the Facilities unit comply with British Council corporate procurement policy
Classify purchase requests into Purchase Order or Intercompany Purchase Order and convert into systems requests with full accuracy

Master data & new vendor requests:

Ensure Facilities team purchase requests are approved for Purchase Order creation against an ASL supplier, and challenge where a suitable preferred supplier exists
Support the vendor registration process for new Facilities vendors in Abuja by making site visits as part of the due diligence audit requirements.

Supplier management process:

Gather data on direct supplier feedback and update feedback records

Key Relationships Internal:

Deputy Director Operations
Heads of Facilities and Finance, Nigeria
Nigeria Facilities Teams (PR originators)

External:

Vendors/ suppliers

Role Requirements Threshold requirements:

Passport requirements/ Right to work in country Must have the right to live and work in Nigeria Shortlisting
Direct contact or managing staff working with children?

Person Specification Language requirements (DELETE IF NOT APPROPRIATE): Minimum / Essential:

Fluency in written and spoken English
Shortlisted candidates will need to demonstrate that they meet the required standard through the APTIS test which will be administered as part of the recruitment and selection
Fluent level of spoken and written English – level B2

Qualifications Minimum / Essential:

University Degree or equivalent.

Role Specific Knowledge & Experience Minimum / Essential:

Minimum of 2 years administration work experience in procurement and / or finance

Role-specific Skills and British Council Core Skills Minimum / Essential:

Analysing Data & Problems (Level 1): is systematic & diligent
Ability to work numerically at speed, with full accuracy in data entry and strong clerical checking skills
Basic administrative and financial skills with demonstrable attention to detail.
Managing Finance and Resources (Level 1): uses Resources efficiently in own role and complies with financial rules and procedures
Communicating & influencing (Level 1): communicates clearly & effectively
Planning & organization (Level 1): is methodical

Desirable:

Good knowledge of the British Council procurement policy
Operational use of Payable purchase to pay within SAP

Assessment Stage:

Shortlisting and interview
Post-shortlisting assessment of clerical skills ability

British Council Behaviours

Connecting with Others (Essential): Interview
Being Accountable (Essential)
Working Together (Essential)
Making it Happen (Essential)
Shaping the Future (Essential): Required for the role but not used in recruitment
Creating Shared Purpose (Essential): Required for the role but not used in recruitment.