Data Operations Administrator

Entity:

Finance

Job Family Group:

Finance Group

Job Description:

Role Purpose 

Global Business Services (FBT) is bp’s shared services organisation.  FBT contributes by standardising and modernising business activities, whilst maintaining a robust control environment and driving operational excellence. The Data Operations Team sits within FBT and is the custodian of a large proportion of bp’s commercial and financial data across the FBT Finance, Procurement and Customer Functions. 

The bank phone team within the FBT Team have a critical role to play in protecting bp from fraud associated with payments to vendors. The team, based in Szeged, Pune and Kuala Lumpur, perform a meaningful control activity by calling suppliers around the globe to confirm that requests to update vendor bank details are from genuine sources. 

The Data Operations Analyst will be responsible for working on a number of daily cases allocated by a supervisor.  For each case, they will need to understand the information provided in the case documentation and use it to complete a standard form for use in a formal validation phone call with the supplier.  By way of preparation for the call they will also be required to conduct research and searches on the supplier via a number of on-line sources.  The Data Operations Administrator will then be required to complete a telephone call with the supplier, following a standard script and checking the information they have gathered.  They will be required to request additional security information on the call and to validate this information in bp’s finance systems (particularly SAP) post-call.  The post holder will also be responsible for helping to advance and resolve unclear requests.  This post will specialise in providing a service to bp’s oil and gas trading arm but will help out with all call back requests. 

As well as presenting with suppliers in a professional manner, the post-holder will need to work with members of the bp Procurement and Accounts Payable Teams to resolve issues.  

Key Responsibilities

• Complete telephone calls to representatives in a variety of organisations across the globe and at all levels of seniority 

• Complete follow up checks via email and in finance systems and ensure that there is an adequate audit trail to demonstrate that proper due diligence has been applied at all stages of the case  

• Be proactive in resolving any operational issues or delays with the case, collaborating closely with business partners, vendors and internal FBT teams 

• Participate actively in process improvements on vendors/customer call back processes including innovations through digitalisation and process improvements.  

• Help handle a shared mailbox and tracker  

• Perform other admin related tasks in the call backs space  

• Perform other data operations-related activities as required 

• Supply towards the data enrichment process for the Data sub-tower on a continuous improvement cycle

• Ensure the accurate and timely delivery of addition, change and de-activation of master data records in accordance with SLAs. Types of records include but not limited to customer master, material master, vendor master and finance master 

• Ensure data input is consistent with the data standards and meets the required levels of completeness 

• Run Data performance reports for the key quality measures of completeness, consistency, uniqueness, and accuracy 

• Work to resolve daily cases allocated in a timely manner, whilst ensuring that all control processes are followed  

• Ensure that all supplier research and searches are completed and clearly documented 

• Primary shift will be 4:30 PM to 1:30 AM, with flexibility required to support any shift available within the team.

Processes for which accountable: 

• Individual will handle own workload responsibly, and work with the work allocator to ensure that there is continuity of operations in the event of planned and unplanned absence 
• This role is external facing so individual needs to represent bp in a professional manner at all times
• The role is part of the wider data team and will be included in wider data team activities

Key Challenges  

Key challenges for the Data Operations Administrator are to ensure that robust controls processes in this area are followed at all times. A number of the update requests that are actioned within the team are related to overdue or urgent requests for payment due to oversights by requestors.  It is important that the post holder ensures that FBT Data Operations processes are performed according to the standards set, regardless of any time pressures imposed by requestors.

In calls some vendors may be challenging and reluctant to provide the information requested so the ability to establish rapport and to communicate clearly is important.  Having excellent verbal customer service skills is paramount in this position due to the high volume of phone calls required to complete banking validations.

Types of relationship internally and externally that the person required maintaining contact with.

• This role will agree with key individuals within the FBT Data Operations and Procurement, as well as suppliers and bp’s outsourced service providers.  All interactions are within a wide range of locations across the globe.
• Effective communication and the ability to identify and resolve issues with aged requests will be imperative for the success of this role.

6. Qualification & Experience and Competencies

What particular knowledge, skills or expertise are required before appointment of this post? 

How much and what type of experience is required to carry out this job at a fully effective level?

Essential Education and Experience 

• Bachelor’s degree in management, Business, Finance, Accounting, or related field 

• Minimum of 2 - demonstrated ability handling a client-service oriented function with experience in Procurement / Supply chain or Finance field experience 

• Sound experience in SAP and MDG is preferred 

• Previous experience in data structures or data management/administration. 

• Experience of working cross culturally and in an international environment 

• Ability to communicate and influence across different levels in the organisation 

• Engaging and collaborative way of working 

• Resilient and experienced in working in complex environment 

• Shared service centre experience. 
• Confident on phone and able to quickly establish rapport
• Fluent in English (written and spoken)
• Ability to optimally communicate across varied audiences; written and oral
• Excellent great teammate
• Good organizational skills with ability to multi-task and prioritize
• Strong attention to detail and a commitment to excellence in the delivery of work 
• IT skills including Microsoft Office (Excel, PowerPoint, Word) 
• Ability to use competencies acquired to analyse and resolve daily problems
• Self-motivated and able to see activities through to completion
• A commercial attitude and the ability to understand the importance of controls
• Ability to work under pressure
• Access and PowerPoint experience
• Ability to perform job functions with independence and judgment
• Ability to plan, prioritize and manage workload independently

We are an equal opportunity employer and value diversity at our company! We do not discriminate based on race, religion, colour, national origin, sex, gender, gender expression, sexual orientation, age, marital status, veteran status, or disability status.

We will ensure that individuals with disabilities are provided with reasonable accommodation to participate in the job application or interview process, to perform crucial job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation.

Travel Requirement

No travel is expected with this role

Relocation Assistance:

This role is eligible for relocation within country

Remote Type:

This position is a hybrid of office/remote working

Skills:

Accounting policy, Accounting policy, Accounting Processes and Financial Systems, Agility core practices, Agility tools, Analytical Thinking, Business Acumen, Business process control, Business process improvement, Collaboration, Commercial Acumen, Communication, Creativity and Innovation, Credit Management, Customer centric thinking, Data Analysis, Data visualization and interpretation, Decision Making, Digital Fluency, Financial Reporting, Influencing, Internal control and compliance, Management Reporting, Managing change, Presenting {+ 4 more}

Legal Disclaimer:

We are an equal opportunity employer. We do not discriminate on the basis of protected characteristics like race, religion, color, sex, national origin, sexual orientation, veteran status or disability status. Individuals with an accessibility need may request an adjustment/accommodation related to bp’s recruiting process (e.g., accessing the job application, completing required assessments, participating in telephone screenings or interviews, etc.). If you would like to request an adjustment/accommodation related to the recruitment process, please contact us.

If you are selected for a position and depending upon your role, your employment may be contingent upon adherence to local policy. This may include pre-placement drug screening, medical review of physical fitness for the role, and background checks.