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Procurement Administration officer

Date: 01-Apr-2021

Location: Beijing, East Asia, CN

Company: British Council

The British Council builds connections, understanding and trust between people in the UK and other countries through arts and culture, education and the English language. We work in two ways – directly with individuals to transform their lives, and with governments and partners to make a bigger difference for the longer term, creating benefit for millions of people all over the world. We help young people to gain the skills, confidence and connections they are looking for to realise their potential and to participate in strong and inclusive communities. We support them to learn English, to get a high-quality education and to gain internationally recognised qualifications. Our work in arts and culture stimulates creative expression and exchange and nurtures creative enterprise. We connect the best of the UK with the world and the best of the world with the UK. These connections lead to an understanding of each other's strengths and of the challenges and values that we share. This builds trust between people in the UK and other nations which endures even when official relations may be strained. We work on the ground in more than 100 countries. In 2019-20 we connected with 80 million people directly and with 791 million overall, including online and through our broadcasts and publications.


Contract: Early May 2021 to 8 July 2022
Location: Beijing, China
Salary: Pay Band 5
Start Date: Early May 2021 (depending on pre-appointment screening process)
Closing Date: 14 April 2021 - 23:59 China Time (GMT +8)

Role Purpose
• Deliver business focused transaction in procurement, accounting and related financial services to customers in China as per agreed Service Level Agreement.
• Perform business services defined as hub tasks and transaction role in FABS and CPIMS in a timely, accurate and reliable manner to stakeholders.
• Ensure compliance to corporate policies and guidelines and key controls are in place.
• To manage and deliver the procurement and related accounting transactions of the procure to pay process on behalf of the business, ensuring compliance with finance and procurement policies and improved purchasing data accuracy
• Deliver and prepare analytical reports that enhance use of procurement activities including the increasing use of preferred suppliers 


Opportunities / Challenges
Currently within the British Council, Purchase Orders are raised by a large number of people in the business and as a result the quality of the information provided is poor. This results in late vendor payments and non-compliance vs. procurement and finance policies

The Procurement Admin Officer role is a role dedicated to processing Purchase Orders: completing critical due diligence checks to ensure the information provided is correct and the relevent policies have been complied with; initiating sourcing activities with Procurement team where required and chasing completion of Goods Receipt and Invoice Receipt and other potential procurement admin task

This role sits along other BSS Shared Services in Finance and is trained to provide mutual backup and support for GSS Shared Finance Services (Pay band 5 posts). 


Main Accountabilities   
• Deliver services to standards and achieve key performance targets specified in the Service Level Agreement.
• Responsible for the timeliness, reliability and accuracy of the purchase required executed to established procedure in compliance with established efficiency standards.
• Timely preparation and review of all key reports as specified in the Service Level Agreement and/or Line Manager to ensure delivery of services to all stakeholders.   
• Compliance with month-end and year-end financial close processes and cut-off deadlines.
• Create Purchase Order in SAP
     Create PO according to purchase order creation request in CPIMS with correct Company Code, material group, WBS, GL, quantity, quality, delivery date. 
     Block any PO with error or missing information and return back to CPIMS corresponding task 
     Investigate blocked and rejected PO and generate report include both SAP and CPIMS P2P activity 
     Liaise with operation staff and Procurement to resolve PO related problems.
• Vendor Master Data Maintenance
     Check Vendor Creation and Amendment request from Business, contact Vendor Creation/Amendment requestors to clarify if any detail is unclear. Raise request on online vendor portal according Vendor.
     Carry out due diligence check on vendor amendment request.
     Ensure all vendor details (Vendor Name, Vendor contact information, Bank Details, Contact, and Business Tax Certificate.) with correct information in both systems, CPIMS and SAP. 
     Follow up Vendor Creation/Amendment request process till vendor can be used for procure to pay process.
     Have the ownership of Material Group accuracy link with vendor.
• Reports
     Ensure compliance with FABS standard procedures, corporate policies and the Financial Control and Compliance Framework (FCCF).
     Publish reports required to support the FCCF risk assessment process in countries relating to the control criteria for hub controlled and hub monitored processes 
     Understand personal contribution and impact on service indicators against Key Performance Indicators (KPI) targets and undertake remedial action plans or improvement plans.
     Generate report, improvement action plan and carry out actions with procurement and business for all measures relate to CPIMS and SAP system operation including but not limit to GL , WBS right use, PO short text information quality  
• Provide quality analytical responses with recommendations and guidance for problem resolution

Support to wider Shared service community 
• Enhance quality, efficiency & effectiveness of service to the customers using effective analytical thinking while liaising with customers and colleagues in other countries to share best practice and improvement ideas and identify improvement needs
• Prepare process mapping and documentation 
• Travel to offices for trouble shooting, training, sharing and improving work processes
• Teamwork with operating teams to seek improvements in processes
• To ensure all duties are delivered in line with the British Council’s policy on Child Protection and Equality, Diversity, and Inclusion, and these is taken into account when planning and delivering activity
• Manage information created and received in compliance with the British Council’s information management standards, policies, the UK data protection principles and local legislation.


• University degree preferably in Accounting, Finance or related fields 
• Fluency in written and spoken English & Chinese
• Shortlisted candidates will either demonstrate they have met the required standard through presentation of an agreed English language certificate or will be required to take the APTIS test and demonstrate a B2 level of English proficiency.
• Minimum one and half years of experience in finance or procurement 
• Proficient in Ms Excel
•    Enjoy 22 days of Annual Leave (on a pro-rata basis if the service period is less than one full year) and public holidays 
•    Commercial insurance package including accidental insurance, life insurance, and supplementary medical insurance 
•    Statutory benefits
•    Professional development opportunities – we offer a broad range of professional courses to large corporations and that is available for our staff members too! 


Additional Information
Job holder must have the right to live and work in China.


A connected and trusted UK in a more connected and trusted world.


Equality Statement


The British Council is committed to a policy of equality and to valuing diversity and is keen to reflect the diversity of the societies in which we work at every level within the organisation. We welcome applications from all sections of the community. We aim to abide by and promote equality legislation by following both the letter and the spirit of it to avoid unjustified discrimination, recognising discrimination as a barrier to equality of opportunity, inclusion and human rights. All staff worldwide are required to ensure their behaviour is consistent with our policies. 
The British Council has Disability Confident Employer Status. We offer a guaranteed interview scheme for disabled applicants who meet the essential criteria for the role. Applicants are encouraged to highlight any specific requirements or adjustments needed to enable participation in the recruitment process.

The British Council is committed to safeguarding children, young people and adults who we work with.


We believe that all children and adults everywhere in the world deserve to live in safe environments and have the right to be protected from all forms of abuse, maltreatment and exploitation as set out in article 19, UNCRC (United Nations Convention on the Rights of the Child) 1989.


Appointment to positions where there is direct involvement with vulnerable groups will be dependent on thorough checks being completed; these will include qualification checks, reference checks, identity & criminal record checks in line with legal requirements and with the British Council’s Safeguarding policies for Adults and Children.


  If you have any problems with your application please email askhr@britishcouncil.org