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Job Summary:
Talent Shared Services (TSS) is a core service line within the Global Delivery Services organization, providing multiple HR support services including Recruitment support, Onboarding support, People Data Administration, Learning Administration, Cross Border Travel, Global Mobility and Performance Management support to EY member firms. TSS provides services to country, sub-area, area and global people teams and other EY stakeholders involved in HR, L&D and recruiting transactions and associated administration, reporting and people infrastructure. These services are delivered from our centres in Dalian, China; Kerala and Bangalore, India; Wroclaw, Poland; and Manila, Philippines. TSS team delivers consistent, high-quality, and operationally efficient HR transactional services to EY through a globally efficient and effective network of GDS centres.
Virtual Talent Hub (VTH) for the respective function is an integral part of TS service offerings where the extended delivery model is used along with high-quality skills and competencies delivered virtually. This is across service lines and regions – delivering non-repetitive project-based work through skilled, agile teams. The team in the virtual hub is an extension of the regional talent teams and will cover operational/non-transnational scope.
Talent Operations VTH supports a specific Region and acts as part of the extended Region Talent Enablement team.
VTH works in a fully integrated way with onshore colleagues participating in meetings, projects and planning activities as part of one team. The Team supports the region in performing operational and administrative tasks to allow the onshore team to focus on consultative and strategic activities based on the priorities of the Region.
This role will directly work with the Region Talent team and provide full support on internal stakeholder management, reporting communications and general operations and administrative tasks. This position ensures smooth operations support. Should have a professional attitude to dealing with highly confidential and sensitive information. Ensure being compliant with Data Privacy and Protection within local, regional, and global guidelines. Adapt to a constantly changing legal framework and growing business environment.
Applications Used (Global/Region specific): SAP EC, Visio, Talent Hub (SharePoint), BRET/BRIDGE
Shift: Aligned to the shift timings/schedule of the Region
Essential Functions of the Job:
Responsibilities:
• Vendor and Contractor Management:
o Vendor Invoicing:
Coordinating with Partners and Hiring Managers to obtain any necessary approvals needed
Coordinating with Finance to ensure turnaround within the agreed SLA
Liaising with vendors for any adjustments, corrections, and/or missing documentations
Amendments of Purchase Orders when required including but not limited to extensions, price adjustments and/or remapping the chargeability
o Contingent Worker Invoicing:
Amendments of Purchase Orders when required including but not limited to extensions, price adjustments and/or remapping the chargeability
Execution of exceptions and out of budget payments where and when needed
o Vendor Statement of Work:
Creation of Vendor Statement of Work
Ensuring accuracy of information
Sharing the Statement of Work with the relevant vendors
Creating and maintaining a tracking sheet with all Statement of Work information
• Contract renewals:
o Vendor contracts:
Ensuring procurement contracts nearing end dates are flagged within the appropriate times
Coordinating with the concerned team to extend or terminate the contracts where needed
o Contingent Workers Contracts:
Liaising with internal teams to issue variation letters where needed
Obtaining all the necessary approvals and signatures
Extension of internal compliance checks
Amendments of any other documentation to reflect on the changes made to the contracts
• Procurement process:
o Creation of Vendor Profiles
Completion of vendor registration in an accurate and timely manner
Coordination with the concerned departments to ensure turnaround within the agreed SLA
Updating stakeholders of the progress of the vendor profiles
o Creation of Purchase Orders
Coordination with the Administration team to ensure turnaround within the agreed SLA
Obtaining any necessary approvals needed to finalize the Purchase Order
Consolidation, tracking and sorting of the Purchase orders
• Reporting:
o Consolidation of reports and report generation using Microsoft Power BI.
Bi-weekly reporting to internal stakeholders
Bi-Weekly management reports of activity and utilisation
Any other reports as determined by the Service Lines
o Ensuring correct data is flowing into the reporting
Regular testing and troubleshooting
Collaborating with internal data owners to ensure data availability for extraction
• Internal Due Diligence:
o Independence Compliance:
Ensuring all vendors and contractors are taken through the correct independence and compliance channels
• Support quality assurance, risk & compliance related Enablement work
• Where appropriate, liaise with Legal /GCO and other Regional Talent Functional teams to ensure compliance of policies and processes to local legislation and regulation
• Support external Vendor and internal stakeholder management – Vendor onboarding, vendor change, contract management etc.
• Support and compliance for PIA, Information Security etc.
• Business Relationship Evaluation Tool (BRET)/Business Relationships Independence Data Gathering and Evaluation (BRIDGE) – Managing BRET/BRIDGE creation during vendor onboarding or renewals, as applicable
Extension of independence reports when needed
Knowledge and Skills Requirements:
• Intermediate to advanced skills in Microsoft Office, particularly Excel, PowerPoint, Power BI and Outlook
• Strong attention to detail and data administration and analytics skills, with a focus on working with large quantities of data from various sources
• Possess the ability to communicate with stakeholders at all levels to provide clear and concise information in both written and verbal formats.
• Time management and the ability to deliver in a fast-paced environment with competing priorities
• Ability to perform and manage multiple tasks simultaneously and work well under pressure and with time constraints.
• Excellent client service skills, networking, and relationship development skills
• Ability to be successful in a virtual team environment, working with limited supervision
Job Requirements:
Education:
• Bachelor’s degree, preference will be given for those with HR Specialization
Experience:
• Minimum of 5 years of progressive experience in HR or related field at a coordinator or administrative level
• Demonstrated experience working with different stakeholders with competing needs
• Working in an international and diverse environment
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