Purchase to Pay Officer at British Council

Role Type: Advisory, Policy & Expertise
Pay Band: PB 4 - H
Duration: Indefinite contract
Reports to: Facilities manager

Role Purpose

• To provide accurate and timely administrative support to the Nigeria Facilities Function in the areas of procurement, master data management, contracts database management and the broader supplier management process.

Geopolitical/SBU/Function Overview

• The British Council Nigeria, as part of the Sub-Saharan Africa (SSA) region, is in the process of transition to new procurement processes in line with a new corporate approach.
• This includes strong aspirations for improvement in the areas of compliance, data management, and best-practice management of suppliers and contracts.
• In line with expansion in the Nigeria operation overall, the Facilities function is also growing and introducing new approaches to best practice, and as a result requires strong administrative support to its procurement processes.       

Main Accountabilities
Finance data entry and procurement administration:

• Ensure the corporate procurement policy and external financial regulations and procurement policies and processes are met in all aspects of the role
• Check that Purchase Requests received from the Facilities unit comply with British Council corporate procurement policy
• Classify purchase requests into Purchase Order or Intercompany Purchase Order and convert into systems requests with full accuracy
• Follow up with the Facilities unit on the timely receipt of accurate original invoices
• Reconcile or resolve value discrepancies
• Act as contact point between the Finance and Facilities units re payment
• Follow up on downpayments and operational advances clearance in line with corporate policy

Master data & new vendor requests:

• Ensure Facilities team purchase requests are approved for Purchase Order creation against an ASL supplier, and challenge where a suitable preferred supplier exists
• Support the vendor registration process for new Facilities vendors in Abuja by making site visits as part of the due diligence audit requirements.

Supplier management process:

• Gather data on direct supplier feedback and update feedback records

Key Relationships
Internal:

• Deputy Director Operations
• Heads of Facilities and Finance, Nigeria
• Nigeria Facilities Teams (PR originators)

External:

• Vendors/ suppliers

Role Requirements
Threshold requirements:

• Passport requirements/ Right to work in country Must have the right to live and work in Nigeria     Shortlisting       
• Direct contact or managing staff working with children?

Person Specification
Language requirements (DELETE IF NOT APPROPRIATE):

Minimum / Essential:

• Fluency in written and spoken English
• Shortlisted candidates will need to demonstrate that they meet the required standard through the APTIS test which will be administered as part of the recruitment and selection
• Fluent level of spoken and written English – level B2

Qualifications
Minimum / Essential:

• University Degree or equivalent.

Role Specific Knowledge & Experience
Minimum / Essential:

• Minimum of 2 years administration work experience in procurement and / or finance

Role-specific Skills and British Council Core Skills
Minimum / Essential:

• Managing Finance and Resources (Level 1): uses Resources efficiently in own role and complies with financial rules and procedures
• Communicating & influencing (Level 1): communicates clearly & effectively
• Planning & organization (Level 1): is methodical
• Analysing Data & Problems (Level 1): is systematic & diligent
• Ability to work numerically at speed, with full accuracy in data entry and strong clerical checking skills
• Basic administrative and financial skills with demonstrable attention to detail.

Desirable:

• Good knowledge of the British Council procurement policy
• Operational use of Payable purchase to pay within SAP

Assessment Stage:

• Shortlisting and interview
• Post-shortlisting assessment of clerical skills ability       

British Council Behaviours

• Connecting with Others (Essential): Interview
• Being Accountable (Essential)
• Working Together (Essential)
• Making it Happen (Essential)       
• Shaping the Future (Essential): Required for the role but not used in recruitment
• Creating Shared Purpose (Essential): Required for the role but not used in recruitment.

Salary
NGN 340,331 Gross monthly salary.