Specialist II, Ground (Contracts)

Summary

We are looking for a motivated team player to join Ground Contracts Team to see through the end-to-end process of contract negotiation and subsequently ensure that invoices are verified accurately and promptly. You will be working closely with internal stakeholders in Ground Operations, Finance, Procurement, Legal as well as external stakeholders such as Airport Authorities, Ground Handlers, Hotels in the course of your daily work.

Job Description

1.  Contract Management

• Monitor and renew Ground Handling/ Aeronautical contracts in a timely manner to ensure that there are no lapses in contracts and continuity in services provided.
• Gather market information of station. Source for suitable vendors, request for quotation and evaluation of proposals.
• Adhere to internal procurement guidelines on processes and approvals required to complete the contract signing process.
• Prepare evaluation of proposals and recommendation of award, including writing papers to seek approval of award from the relevant approving authority.
• Negotiate contracts with Ground Handlers/ Airport Authorities in acordance to internal guidelines and to achieve cost efficiency, operational excellence and for the best interests of the company.
• Establish healthy business relationship with vendors and strengthen long term partnership via active communication/interaction.  
• To arrange and track the delivery of physical contracts.
   

2. Invoice Verification

• Perform invoice verification in various finance systems (i.e. BPM and AIR).
• Coordinate with internal stakeholders to ascertain the validity of charges.
• Liaise with vendor in the event of payment dispute.
• Perform audits in finance systems (i.e. BPM and AIR) to ensure that verification work performed by Ground teammates (mainly AAOMs) is performed in accordance to the requirements from Finance Team.
• Provide reminders to fellow Ground teammates (mainly AAOMs) to ensure invoices are verified in a timely manner.
   

3. Digitalization of Finance Payment Process and Enhancement of Current Systems

• Liaise with Finance and IT department to facilitate the cutover of invoices verification scope in AIR. Gather verification requirements for respective contracts and ensure that these requirements are accurately mapped in AIR system.
• Participate in system testing.
• Identify system errors in AIR/ BPM system and initiate troubleshooting process with Finance / IT department. 
• Liaise with vendor to ensure that invoices / supporting document are submitted to Finesse in accordance to the system file requirements. 
• Identify system limitation in current systems and initiate enhancement process with Finance / IT department. 
   

4. Financial Support Duties

• New Vendor Creation in ESC.
• Vendor authentication: Verification of bank details for new vendors and vendors which have changed their bank details during contract term
• Manual submission of ad-hoc invoices in ESC.
• Liaison with Finance and vendor on matters relating to Bankers’ Guarantee/ Security Deposit.
   

5. Budget Tracking Support

• Update of all airport and ground handling contract rates in finance system (adaptive planning) during contract renewal and annual rates adjustment exercise.
• Generation of ad-hoc financial data.
• Investigate, analyze and provide insights on monthly budget utilization. Provide analytical reports to HOD and report at monthly department meeting. 
   

6.  Audit

• Undergo audit training course and to undertake audit duties as assigned.
• This may require overseas travelling.

Requirements:

• Preferably 1 to 3 years of working experience.
• Experience in contract and finance related role preferred.
• Ability to work independently and as part of a team to front, engage and collaborate and liaise with people and agencies at all levels (E.g. Other TR Departments, Ground Handling Agents, Airports) across functional and geographical boundaries to achieve the best outcome / results.
• Meticulous and strong in numerical analysis, report writing and presentation skills.
• Strong analytical, problem solving and interpersonal skills.
• Fluent written, spoken, and reading capability in English and Chinese and proficient in MS Office. 
• Ability to travel internationally when necessary / within a short notice.
• Proactive and able to adapt to a fast paced environment.