Company Description

Global Shared Services (GSS) is a critical asset for Anglo American and De Beers enabling the delivery of functional service work for Finance & People Services to all Business Unit and Group Functions.

The vision for Global Shared Services (GSS) is to be an exceptional Shared Services organisation, with inspired people, delivering flawless processes, enabled by great technology.

There are three key strategic pillars that GSS is currently aligned to and delivering towards, namely, customers, colleagues and communities.

Proactive and meaningful stakeholder engagement, which includes employees, communication and effective change management are key success factors in the GSS journey.

Job Description To ensure prompt processing of Group HR invoices, in conjunction with accurate timely rebilling to service users

KEY TASKS

Performance and Delivery

• Responsible for the full purchasing process
• Responsible for processing and tracking all invoices received within Group HR
• Raise all bulk and individual purchase requisition requests
• Responsible for processing the following invoices:
• Global RPO – management fee (monthly), transactional invoices (monthly), other ad hoc invoices (e.g. ad writing).
• UK MSP – contractor hours and expenses (weekly); background checking (monthly), management fee (monthly).
• Checks all invoices received for accuracy, including correct entity, cost centres / project codes, amounts are in line with agreed commercials, all required fields are completed. Once satisfied that the invoice is accurate, forwards to Procurement for formal approval and payment.
• Work with HR contacts and Supply Chain to ensure signed contract with vendors are in place.
• Ensures that invoices are processed in compliance with agreed terms and conditions.
• Arranging with Finance on a monthly basis, all invoices/costs that need to be recharged to the Business Units
• Raises any queries with the appropriate supplier in a timely manner and monitors through to resolution.
• Acts as the point of contact for supplier invoice payment queries and follows up with Finance and Procurement to ensure prompt payment.
• Monitors unpaid invoices and promptly escalates any overdue payments to ensure Anglo American remains within contractually agreed payment terms.
• Request and track credit notes and invoice amendments.
• Inputs RPO invoice line items into the RPO Master Tracker (Excel). Align any closed fees charged against respective open fees, identify and add correct rebill amount, then send to Finance Business Partner for rebilling.
• Follows up with Finance Business Partner, monitors and provides support to rebilling process to ensure all rebilling happens in a timely manner.
• Reconciles RPO Master Tracker to close out all filled and cancelled requisitions.
• Provides Finance Business Partner with expected RPO accruals at year end.
• Provides MSP rebill information to GSS on a monthly basis, ensures costs are allocated correctly from Talent Acquisition to Cost Centre owners.
• Supports Cost Centre owners with any disputed invoice amounts.
• Monitors PO burn on a quarterly basis, initiates requests to increase value of PO to ensure there is sufficient value left to cover invoices received until year end.
• Drives bulk PO creation process in Q4, provides input into PO amounts and allocations in readiness for the next calendar year.
• Process any vendors outside of ‘How to Buy process’ manually via GSS

• Oversee payment schedules
• Ensure invoices are met with correct Q forecast
• Procurement of Capital equipment and services in line with costs, delivery and Supply Chain requirements
• PO, budget & reconciliation management
• Accountable for supplying monthly reports
• Forecasts to finance team on, projects & budgets
• Year-end accruals and communication to various cost centre owners

• Onboarding of new vendors
• Identify when PO’s are coming to an end

People & Teams

• Monitors inbox (including separate MSP inbox), ensures emails are acknowledged and actioned as appropriate.
• Acts as the first point of contact for any invoice-related queries from suppliers, hiring managers, HR and Finance.
• Escalates any issues or payment delays to the appropriate person.
• Facilitates provision of approval information.
• Supports Global Head of Talent Acquisition and RPO Manager with invoicing and rebilling data for ad hoc reporting requests.
• Support the identification & implementation of improvements to make the process more efficient

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