Team Lead - FSS Operations

Division

Department

Sub Department 1

Job Purpose

End to end manage the service delivery for North America and Europe operations by managing team of 15 to 20 resources. Ensure accurate and timely accounting of the transactions, which aid in meeting the book-keeping and financial objectives along with compliance to organisation polices and statutory laws. Independently manage stakeholders to ensure customer delight.

Key Accountabilities (1/5)

1.Manage Time and Resources to ensure timely and accurate accounting and reporting as per defined Service Level Agreement (SLA)

• Lead operations for all NA and EU entities, ensure seamless service delivery while adhering to all controls and compliances.
• Enable and ensure through reviews proper compliance to the operational processes, procedures, checklists and scope including SLA/KPI’s set for the process.
• Enable and ensure through reviews timeliness and accuracy of all items processed in the system.
• Ensure timely identification and reporting of risks and take measures to mitigate them.
• Enable and ensure accounting hygiene, controls and compliances as defined under Statutory and Local Tax laws – Ongoing.
• Internal and External Audit support – Liaise with auditors and provide required information on timely basis, root cause analysis and ensure closure of audit points.
• Review accurate monthly provisions, GL reconciliations.
• Review data/information MIS that provide inputs / business drivers to other functional teams.
• Ensure response to vendor/ user queries through Matrix42 tool within agreed TAT.
• Ensure optimal productivity of the team and proactively identify ways to further improve the productivity.
• Vendor master data controls for sensitive fields and ensure necessary checks and balances.
• Ensure accurate accounting with robust process controls and automated processes wherever applicable for all the upstream business process changes/ automation initiatives.
• Ensure 100% adherence to the DOA in force.
• Transform service level in line with best in class shared service centre.

Key Accountabilities (2/5)

2.Execute and implement special Projects to achieve automation, better controls and compliances.

• Support and Implement Organization level initiatives on technology automation.
• Ensure that the implemented AP tools are working smoothly.
• Implement host to host connectivity for all the bank accounts to eliminate manual intervention.
• Leverage available internal/ external tools to proactively conduct checks on duplicate payments and implement suitable measures to prevent the same.
• SAP adoption for all the processes and their governance in SAP.
• Adoption of digital initiatives in transaction processing, RPA and reporting dashboards.

Key Accountabilities (3/5)

3.Effective Business Partnering to achieve service level agreements with various stakeholders.

• Effective stakeholder management of overseas BU, BU Finance, Internal and External Auditors, Consultants etc.  
• Engage with stakeholders on periodic basis and proactively address their concerns and drive adoption of AP tools, adherence to processes to maximize POT.
• Timely resolution of stakeholder issues and ensure their satisfaction.

Key Accountabilities (4/5)

4.Continuous improvement in internal controls and ensure compliances to statutory laws and organizational policies.

• 100% adherence to local statutory laws, central bank guidelines and any other applicable rules.
• Ensure that the internal financial and non-financial controls are effective and working well. Identify opportunities to further strengthen internal controls and implement the same.
• 100% compliance to the organizational policies.

Key Accountabilities (5/5)

5. People Development

• Ensure that the team is adequately staffed as per the scope of operations and is adequately skilled on all AP tools and MS office applications.
• Effective team management, help the team achieve their maximum potential. Maintain team focus on controls, process drive approach and customer centricity.
• Continuously train the team members on functional as well as soft skills to enable them effectively to discharge their daily operations and maximize the productivity.
• Develop and nurture 2nd level talent for future opportunities and succession planning.

Major Challenges

• Effectively manage multiple stakeholders- timely resolution of their issues, drive them to follow processes and adoption of AP tools.
• Drive process improvements and while maintaining the seamless service delivery.
• Co-ordinate with multiple depts such as customer care, business teams, unit finance to follow-up for payments, resolution of customer issues, timely escalation the matters.

Key Interactions (1/2)

INTERNAL

• Cross functional business teams –On regular basis – Vendor payments related matters
• Unit Finance – Vendor payments, month closing and provisioning activities
• Corporate Accounts – on regular basis - Month end and other accounting activity
• IT team – Automation initiatives
• MDM team – Creation & updation of vendor master records

Key Interactions (2/2)

EXTERNAL

• Vendors- Payments, resolution of issues, trainings.
• Internal and External Auditors – Provide required support in terms of data submission, query resolution.
• Banks – Vendor payments and related matters, setting up host to host connectivity.

Dimensions

• Type of Invoices handled -  RMPM, Services, AMC (PO as well as Non-PO) Capex, Freight.
• No. of entities handled -Total of 11 operational entities for North America and Europe operations.
• Complexity of the nature of operations-

Automation scope - Review of existing process including upstream processes. Design to be automated process to ensure adherence to all the controls and compliances. Partner with business teams to improve upstream processes.Actively participate in the implementation phase to ensure that the tool is implemented as planned and within timelines.

 Controls and compliances - Proactively identify opportunities to automate the controls. Laisse with IT and other cross functional teams to build system controls.

Nature of processes - Complex processes covering SA and AU operations, multiple stakeholders, and businesses to manage and ensure serviceability and process efficiency.

Key Decisions (1/2)

Decisions

• Accurate accounting processes and procedure. Control and updating of standard operating procedures. 
• Identify and Mitigate risks and ensure business continuity.
• Review and Approval of Provision entries, corrections, user access control, variance analysis, control checklist etc. 

Key Decisions (2/2)

Recommendations

• Cross functional initiatives.
• Process refinement, reengineering, controls.

Education Qualification

Post-Graduation MBA in Finance / CA/ICWAI with excellent communication skills.

Relevant Work Experience

10-15 Years’ Experience in Finance & Accounting processes. Last 2 years in a team management role for AP and AR team. Knowledge of SAP.Pharma Industry Experience will be an added advantage.