Process Associates – P2P: PO Processing

Location: Chennai

Unit/ Division/ Department/ Section: Group Supply Chan & Operations

To perform operational tasks in the relevant domain for FPI Group, using defined and written down process guidelines and procedures in achieve the targets / SLAs such as volume, timeliness, productivity, quality, and customer experience

Role based operational domain function and related scope: -

• Procure To Pay - Master Data Management, PO Management, Contracts Management 

PROCESS MANAGEMENT

• Adhere to process guidelines and Standard Operating Procedures (SOPs) to achieve the operations targets / SLAs such as volume, Turn Around Time (TAT), productivity, quality, and customer experience.
• Identify opportunities for process improvements and contribute to implementation of effective solutions
• Measure performance in own area of work against targets / SLAs to deliver the performance standards expected.
• Adjusts effectively to new processes and shows a strong sense of urgency (timelines, follow ups etc) about getting the work done.

KNOWLEDGE MANAGEMENT

• Exhibit basic understanding of the FPI business / domain knowledge sufficient to execute own work as per expected standards
• Effectively utilize the Process Manuals, Instruction Guides, SOPs for performing work
• Contribute to storage and dissemination of knowledge and development of Knowledge Management systems, processes, and tools

EFFECTIVE COMMUNICATION

• Ask questions to clarify understanding, delivers written and verbal communication in a clear, logical manner
• Prepare and present documents and reports that can be well understood and as per FPIG standards

TEAMWORK

• Work effectively in groups by actively participating in team discussions; Seek opinion of team members who have expertise in certain areas; Share knowledge and best practices with teams.
• Demonstrate the ability to balance individual and team priorities, voluntarily extend support when needed to complete shared tasks

CUSTOMER RELATIONSHIP

• Actively seek information to understand stakeholder / customer needs; promptly modify approach to resolve problems and gain higher acceptability with them.
• Be attentive to diversity and cultural sensitivities and keep stakeholder / customer needs as primary focus and respond to business queries in a polite manner even under situations of high pressure.

ACTIVE LEARNING AND EYE FOR DETAIL 

• Check for errors in own work before submission and demonstrates an eye for detail in the execution of tasks.
• Show flexibility to change as per work instructions / changing needs and the ability to learn from challenging events.

SPAN OF Communication

• Internal: Process Experts, Operations Managers, Shared Service Manager
• External: Business Stakeholders

Job relevant information (BOUNDARIES & DECISION-MAKING AUTHORITY)

• Processes supported: As Per Operational Function and Domain Scope
• Countries supported: Americas, EMEA, GCC and Asia
• Performs tasks as per process manuals, instruction guides and SOPs in the relevant domain
• Works under the direct supervision of the Operations Manager and with the support and guidance of Process Experts
• Collaborates with members of his / her team and other teams
• PO Processing:

Place purchase orders with suppliers for the procurement of production/consumables materials as required by forecast and the production schedule.

Monitor status of open purchase orders to ensure on-time delivery of all materials, including timely resolution, communication, and mitigation of future potential problem.

Expedite or defer orders as required based on the schedule/inventory changes.

Coordinate material flows throughout product/BOM changes, obsolescence, and the introduction of new suppliers and/or materials due to new product development.

Manage the inter-company (EDI Orders) flow or materials between warehouse locations.

Manager and resolve issues regarding PO to invoice discrepancies, return and quality problems with business stakeholders and suppliers.

Collaborate with internal stakeholders and provide a high level of customer service, including recommending solutions, policy mandates, resources, and alternative supply options within the policy guidelines.

Ensure and promote compliance to Company and Procurement policies, work instructions and procedures.