Global Meetings Reconciliation and Payments Manager
San Jose, San Jose, Costa Rica
hace 2 días

Job Description and Responsibilities

Primary responsibilities for this role include, but are not limited to, the following :

Support the congress financial process in all aspects from payment to reconciliation

Work closely with Travel, Meetings, Card & Fleet (TMC&F) Congress Regional leads and Process Excellence in support of the congress financial process

Work closely with the Meeting Planning Agency (MPA) to facilitate payments for congresses and meetings

Ensure reconciliation files are received and processed in timely manner

Support the creation of purchase orders, vendor adds, and associated invoices payments as needed to support the program

Support the creation of expense reports on behalf of the TMC&F Regional leads and submit backup documentation per internal guidelines

Audit of Corporate Card statement to ensure all charges on the statement are accurate

Reconcile (for expense reports) Corporate Card statements with charges appearing in the Employee Expense Management System

Reconcile invoices / statements prior to expense report / PPR preparation and submission

Validate required receipts for expense report are available / attached

Request any missing receipts / invoices from MPA

Ensure submission of expense reports / PPRs are done timely to avoid late payments

Support the congress reconciliation process by checking files received from Meeting Planning Agency, populating KB15N template and journal entry template and submitting to Finance

Collaborate with Global Process Owners (GPO) in delivering optimization and where applicable, automation or digitization

Ensure that all payments, reconciliation files and journals are tracked and processed according to MSD’s financial processes

Support year-end activities related to congresses by ensuring that accruals (and accrual reversals) are processed according to MSD’s financial timelines.

Utilize MSD’s SAP system for expense report creation and shopping cart / purchase order creation and payment portal requests.

Maintain Cost Center List for congress program and request new cost centers from Finance as needed

Understand Congress-related SOPs and relevant policies

Working knowledge in departmental technology tools (Veeva, CVENT, Sharepoint / EngageZone)

Support the Associate Director in managing the business relationship with the TMC&F Card Strategy team, Process Excellence team and STS team in support of the meetings, reconciliation and payment process related matters.

Ensure that the process documentation (Standard Operating Procedures); understand global card administration related SOPs and relevant policies are updated and maintained

Demonstrate professionalism, meticulousness and attention to detail in dealing with colleagues, internal clients and suppliers

Assist management to facilitate continuous process improvement and ensure tight cost control, leading and supporting Lean initiatives and maintaining integrity of systems

Any other duties that are within the scope, spirit or purpose of the role or as reasonably requested

Education :

Bachelor’s Degree in Business Administration, Science, Economy, Accounting, Finance, or any other related disciplines.

Skills Required :

Minimum of 5-7 years of work experience in basic accounting or accounts payable or finance or business administration

Minimum of 1-2 years of experience, with leadership experience leading a team of accounting, accounts payable, finance, business administration professionals

Intermediate MS Excel skills

Language requirements : Able to speak, read & write in

English, Spanish and / or Portuguese

Strong communication (internal & externally) skills both written and spoken in English.

Detail oriented

Basic understanding and practical knowledge of processes in Finance

Ability to work both independently and collaboratively within a geographically disbursed environment

Positive attitude and can-do mindset, problem solving skills and analytical skills

Process improvement orientation

Problem solving skills

Preferred :

Experience with SAP (Employee Expense Management, Shopping / Purchase Order, and Payment Portal Requests), Veeva, CVENT

Experience with internal controls and process standardization preferred

Ability to navigate through change or uncertainty

Results oriented, sense of urgency, knows how to prioritize, ability to communicate and to create rapport with stakeholders, effective communication.

Should have a broad knowledge and understanding of most meeting types, be familiar with congresses / conventions, travel, and payments and be up to date on internal procedures, guidelines and policies within MSD

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