Process Associate - Factory Office Specialist

JOB DETAILS / ROLE PURPOSE:

This role is responsible for executing activities within the Finance Factory function, focusing on the management of Corporate Supplier, Corporate Travel, Seminar and Conference, and Facility Management.

KEY RESPONSIBILITIES:

Vendor Management & Procurement:

• Engage with various vendors and suppliers to procure services essential for the Finance function.
• Facilitate supplier onboarding by creating profiles in Ariba and overseeing the registration and qualification process.
• Initiate Purchase Requests in Ariba and support their validation through to Purchase Order creation.
• Assist in invoice reconciliation by generating goods and services receipts.
• Collaborate with procurement and payment teams to ensure timely payments to suppliers and provide status updates to internal stakeholders.
• Manage daily operations to ensure efficient workflow of ARIBA purchase requests.
• Develop and deliver reports and dashboards using MS Excel and Power BI on a weekly, monthly, and quarterly basis.
• Maintain accurate records and history of all purchase order transactions.
• Generate reports on Purchase Order status, spend, and other procurement metrics.
• Stay updated with ARIBA trainings and practices within the organization.
• Assist in developing training materials for team refreshers.
• Prior experience with the ARIBA tool is preferred.

Corporate Travel Desk:

• Manage travel and employee engagement activities within the Finance Factory.
• Conduct periodic reviews of travel and entertainment/engagement activities.

Seminar and Conference:

• Organize Finance Factory events such as annual conferences and global meetings.
• Manage event budgets.

Facility Management:

• Oversee the installation of Finance staff in Allianz facilities.
• Replace missing or broken equipment.
• Support the onboarding of new Finance Factory employees.

PROFILE KEY REQUIREMENTS:

Qualifications & Experience:

• B. Com or equivalent degree holder with over 5 to 7 years of experience.
• Previous experience in Admin, Finance Support, or Procurement is preferable.

System Skills:

• Proficiency in MS Office and Finance Acumen. Knowledge of Finance ERP systems is an advantage.
• Expertise in compiling, analyzing, and summarizing large amounts of raw data using Excel. Intermediate or higher Excel skills (e.g., Vlookups, pivot tables, sumproduct/sumifs functions, etc.).
• Ability to develop and maintain daily, weekly, and monthly operational analysis related to volume, efficiencies, cycle time, quality, and service.
• Capability to generate both periodic and ad-hoc reports as needed in MS Excel and MS PowerPoint.
• High degree of accuracy and attention to detail.

Initiative:

• Capacity to learn and undertake initiatives.
• Ability to innovate and seek advancements in technology and practices.

Team Work:

• Ability to collaborate with other teams, both locally and globally, and sub-functions within the department to achieve targets and goals.
• Strong team player with a flexible attitude and a presence of mind to identify solutions and execute them.

Other Skills:

Communication:

• Excellent written and verbal communication skills.
• Networking skills: Ability to liaise with members of other functions.
• Ability to work and communicate with diverse cultures, levels, and organizations worldwide.
  
  

Efficiency:

• Strong analytical skills and ability to synthesize information.
• Ability to consolidate large volumes of data into structured and simple outputs.
• Ability to interact with all levels of the organization.
• Solutions and results-oriented approach.
• Openness and flexibility to address challenges from various perspectives to find the best possible solutions.
  
  

Customer Service:

• Provide exceptional customer service to internal stakeholders.
• Excellent interpersonal skills and integrity with strong customer service skills.

Allianz Group is one of the most trusted insurance and asset management companies in the world. Caring for our employees, their ambitions, dreams and challenges, is what makes us a unique employer. Together we can build an environment where everyone feels empowered and has the confidence to explore, to grow and to shape a better future for our customers and the world around us. 

At Allianz, we stand for unity: we believe that a united world is a more prosperous world, and we are dedicated to consistently advocating for equal opportunities for all. And the foundation for this is our inclusive workplace, where people and performance both matter, and nurtures a culture grounded in integrity, fairness, inclusion and trust. 

We therefore welcome applications regardless of ethnicity or cultural background, age, gender, nationality, religion, social class, disability or sexual orientation, or any other characteristics protected under applicable local laws and regulations. 

Join us. Let's care for tomorrow.