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Job Introduction
Operations support for the Corporate Sustainability function at HSBC India, as Apprentice for duration of 12 Months.
Principal Responsibilities
1.Administrative Responsibilities pertaining to Global Sustainability, India
- Respond to information requests from Finance, Tax and Audit teams.
- Maintaining and updating scorecard
- Developing partner visits for Senior Management including briefing packets
- Support senior Sustainability team members with talking points and speeches related to GS for HSBC representatives.
- Support for management of events pertaining to Global Sustainability function.
- Support for submissions e.g. CSR Disclosure, Award entries etc
- Support for volunteering initiatives.
- Support for Communications and visibility of Sustainability initiatives.
2.Due Diligence of Donation payments
- Conduct due diligence as per the organisations requirements (Charity Review) for Donation programmes (details in the annexure below)
- Onboarding of NGO partners - Empaneling of NGO partners on Accounts Payable system
- Support Sanctions Screening for all NGO partners by sourcing the filled screening form and sharing the form with the Screening team.
- Route legal agreement documents for digital signing for all donation projects via the Leegality platform
3.End to end management of donation payments and operational processes for Donation programmes
Sponsorships and Professional Fees and execution of legal agreements
- Engagement with internal and external stakeholders for vendor onboarding on internal platforms, finalizing Scope of Work documents and issuance of Purchase Orders for Professional Fees
- Providing Account Processing team, the Payment Transfer Forms for all payments to be processed
- Input the payments on Accounts Payable system with payment details including Cost Code and Nominal Code. Routing the payments to internal stakeholders for approval.
- Ensuring timely processing of payments each month
- Collection of 80G receipts and Form 10BE’s for all donation payments
- Online application of TMLA agreements for Donation and Sponsorships projects
- Digital signatures via Leegality for Terms of Donation and Letter of Undertaking agreements
4.Governance & MI
- Maintain supporting documents for Donations and any other payments for Statutory audits by internal and external auditors.
- Keeping a log of all payment MIs from Accounts Payable systems each month
- Monthly submission of Provision, Reversal and Aging file to Finance
- Maintain & submit a monthly MI for Finance (Sundry Accounts)
- Provide supporting documents for GL Account balance reconciliation for financial reconciliation for the department each month.
- Supporting the GS function for MIs needed for External CSR Disclosure, and audit requirements.
- Report-keeping, filing and management of documents.
- Maintain a report for tracking of all internal and external communications pertaining to visibility of Donation programmes.
5.Support GS Departmental Meeting
- Source finance MIs of all payments mapped to the GS Function – Donations, Non 2% Donation, Professional fee, Sponsorship, Other expense, Staff expenses, Credit Card statement. Conduct reconciliation for Charity Review (Incudes but not limited to Sanction Screening, 80G receipts, ToD, TMLA, G&E Register).
- Maintain a log of all communication from support functions (Legal, AB&C, HR, Business) for any process changes to be disseminated within the department.
