Stelle Procurement Administration Manager

LET’S TALK ABOUT THE JOB
You report to the Director of Accounting and will service Shurgard’s operations and development business with procurement administrative services. You will be responsible for managing the Purchase Order (PO) team to support our operational model.
As a Procurement Administration Manager, you will be an integral part of our Finance team, responsible for overseeing and controlling the administrative procurement process. These activities include mainly ensuring in SAP S/4 HANA the vendor master data integrity, product catalogue maintenance, and purchase order (PO) creation, but also some more general duties such as coordinating timely approval purchase contracts by the relevant stakeholders in accordance with the applicable Delegation of Authority matrix, supporting the GR/IR clearing account.
This is a strongly process driven position, and less a traditional strategic purchasing one, with the focus being on financial controls, process optimization, accurate 3-way matching, and seamless data synchronization between systems.
In addition to the day-to-day work, you will play a crucial role e.g. in other significant projects, including financial system transformation, as well as assisting with acquisitions, accounting policies and standard updates, and training initiatives.
In this high-visibility role, you will coordinate in a fast-paced environment the flow of information from multiple departments (i.e. FP&A, Tax, Legal, IS, Human Resources, Marketing...) within the central support center. You will have also contact with local management (Market Managers, District Managers, Facility Management etc.).
You supervise (junior/senior) Procurement Process Administrators and are responsible for managing the team to ensure that work is properly allocated and completed in a timely and accurate manner.

LET’S TALK ABOUT YOUR RESPONSIBILITIES
About your Procurement Administration responsibilities:

• Ensure the creation of purchase orders (POs) within SAP S/4 HANA, ensuring all POs are accurate, approved, and processed in a timely manner.
• Ensure strong vendor master data governance
  (i) You oversee data synchronization between the SAP S/4 HANA Business Partner model and the SAP Ariba. (ii) You enforce rigid financial controls regarding bank details, tax documentation and fraud prevention during vendor onboarding. (iii) You prevent duplicate profiles and data pollution within the supplier master file to ensure accurate spend analytics and reliable sub-ledgers.
• Ensure product catalogue maintenance
  (i) You govern the architecture and maintenance of internal catalogues. (ii) You apply accounting-focused validation to catalogue setups and PO creation, guaranteeing that correct general ledger (GL) accounts, cost centres and tax codes are routinely mapped.
• Oversee the lifecycle of POs, from creation through to fulfilment, and ensure PO requestors register timely receipt of goods and services.

LET'S TALK ABOUT YOU

About your Procurement Administration responsibilities:

• Resolve grievances and claims from internal and external stakeholders
• Manage partnerships with external service providers
• Support or lead RFP processes, were necessary
• Support the integration of mergers and acquisitions, as necessary
• Support internal and external audit processes

About your process and systems responsibilities:

• Implement procedures and systems necessary to ensure POs are created systematically across all relevant transactions and departments
• Collaborate with stakeholders to improve precise procurement requirements
• Develop and maintain reporting tools to manage performance and compliance
• Support the testing and roll out new applications and processes
• Contribute to group projects: systems, maintenance of policies and procedures
• Support the Accounting Director with special projects and workflow process improvements
• Ensure the application of and compliance with Shurgard’s control framework

About your people/ responsibilities:

• Manage a team of 3 people to deliver timely and accurate PO’s
• Collaborate with the other finance department managers (FP&A, Consolidation, Treasury, Tax) to support overall department goals and objectives
• Coordinate the flow of information from non-finance departments
• Advise staff regarding the handling of non-routine reporting transactions
• Provide training to new and existing staff as needed
• Handle personnel issues relating to staff conflicts, absenteeism, performance issues, etc
• Work with each direct report to establish and monitor the enhancement of goals and objectives

LET’S TALK ABOUT YOUR PROFILE

• Bachelor/master’s degree in accounting/finance/economics or similar