Under the supervision of the Vendor Administration Manager (VAM), the Vendor Administration Specialist will be mainly responsible for approving and maintaining vendor profiles, inclusive of employees and third-party individuals / companies, enrolled for Purchasing and Accounts Payable transactions.
Additionally, this role will support accounts payable and vendor development activities during the ERP implementation, as needed.
Responsibilities
- Under the supervision of the VAM, performs tasks related to vendor onboarding, reviews, and approval, inclusive of verifying completeness of submitted documents and ensuring accuracy of records in the online banking systems by cross-reference to submitted documents on ICAP platforms
- Reviews and Approves vendor profiles as authorized to receive payments for all ICAP country offices in Compliance with ICAP's SOPs
- Ensure that all important documents related to vendors are pre-uploaded, correctly indexed and maintains up-to-date vendor-related records on OnBase are managed effectively and aligned to company processes and policy
- Ensure that all related vendor documentations are send directly to the respective country office vendor mails box as a preprocess on reviewing
- Liaises with ICAP NY, in-country finance teams, and vendors to respond to vendor profile- related inquiries
- Identifies, logs, and analyses errors in input or filing, and collaborates with VAM to identify and implement a resolution
- Track all vendors, monitors, and reports to VAM on outstanding documents due from various country offices
- Ensures completeness and timely receipt of vendor-related documents as a pre-process
- Supporting ICAP Country Offices in the implementation of the ERP system
- Assist in identifying short-term and long-term solutions
- Performs other duties as assigned
Education and Experience:
- Undergraduate degree in business administration, accounting, finance, or other relevant area
- Minimum five (5) years of procurement or accounts payable experience, ideally within shared services implementation model and a complex international operating environment
- Excellent knowledge of end-to-end supply management processes including competitive bidding, contract management, and supplier performance management
- Strong interpersonal, presentation, communication, conflict resolution and stakeholder relationship management skills to engage others, build consensus and resolve issues
- Able to work in a fast-paced environment with demonstrated ability to manage multiple and competing demands, establish priorities, and meet deadlines with minimal oversight
- Ability to interact at all the levels of an organization
- Attention to detail
- Familiarity with or experience in an environment funded by US Government Grants
- Excellent communication and coordination skills including verbal, written, and listening
- Capacity to work with a high degree of independence within a matrixed, deadline-driven, multi- tasking environment
- Proficient in French, Portuguese, or Russian
- Periodic international travel up to 20% annually may be required
- Market related
Only candidates who are eligible to work in South Africa for an indefinite period without a need for sponsorship will be considered for this position.
Interested and qualified applicants are requested to submit their application to the following link:
https://icapacity.icap.columbia.edu/en-us/job/498296/vendor-administration-specialist
