Global Travel and Expenses - Senior Specialist in Oxford

Location of role: Oxford, UK

Department: Finance

Key Responsibilities

• Global Travel and Expenses (T&E), including out of pocket reimbursements expenses and corporate card spend.
• The provision and accuracy of Health Care Practitioner (HCP) expense information, captured through the company’s accounting system, for external regulatory transparency reporting requirements in the various jurisdictions the company operates in.
• Purchase to Pay process (P2P), support of the wider P2P team.
• Responsible for T&E activities within Finance, globally.
• Responsible for assuring and driving compliance to the Global T&E policy throughout the organisation, including compliance to relevant Sarbanes Oxley controls.
• Managing the financial reconciliation of our global corporate card program, and complete relevant month end activities (such as creating and posting accounting journals).
• Manage Concur and the Travel Portal, providing support to the company’s Concur users and liaising with 3rd party providers to resolve errors and/or implement improvements/changes.
• Conduct backend monitoring/audits to ensure that reports comply with company policies, are coded accurately, and are supported by appropriate documentation.
• Ensure that the internal training provided to new starters annually is up to date and provide pro-active support and communication with frequent system users, including Executive Admins.
• Configure reports in Concur to ensure that T&E practices comply with T&E policy.
• Disseminate reports to management on a monthly basis to analyse spend, ensure compliance, and improve controls.
• Identify areas of improvement to the T&E program (Concur and corporate credit card programme) continually measuring performance against changing business needs.
• Managing the connection between Concur and NetSuite (the company’s accounting system) and managing the payments from Concur to NetSuite to complete monthly reconciliations for T&E expenses.
• Support the external global travel agent partnership, assuring there is no degradation in service to the company during any potential changes/updates in the service.
• Manage the Travel agencies in the US and UK.
• Support the Travel agencies with negotiations for hotel rates and other travel costs, and review periodically the preferred list of suppliers to be used.
• Complete monthly accounting journals and reconciliations for T&E.
• HCP reporting – as required by Compliance for external regulatory reporting globally.
• Responsible for ensuring Finance owned data captured through Netsuite and Concur is robust, complete and accurate.
• Responsible for working with our external 3rd party to ensure accurate data is captured and aligned with the transparency reporting requirements for each jurisdiction.
• Ensure the External meeting policy is being coded correctly regarding Donations/Grants and sponsorship and report out to leadership team monthly.
• Provide T&E approval process administration; for approving non-employee travel, HCP’s etc.
• Support the wider Purchase to Pay team activities.
• Support with project activities and ad-hoc system or process implementations as required.
• Support with accounts payable processing, reconciling and investigation activities as required.
• Support and coach the wider purchase to pay team to develop knowledge on processes.
• Communicate to key stakeholders regarding issues/resolutions and updates.
• Accountable for processing invoices via OCR platform and resolve issues in a timely manner.
• Support and/or complete the SOX controls for P2P when required.
• Reviewing and updating process and control documents and keep them up to date.

Person Specification

Experience & knowledge

• Ability to work across business functions and with key stakeholders for issue resolution.
• Experience running, monitoring, and maintaining T&E processes within complex global organisations or transferrable skills from a similar finance function.
• Experience of offering support to colleagues as subject matter expert.
• Experience of working autonomously across a business to assure compliance with company policies and effectively resolve issues.
• Ability to present at internal meetings, including delivering training.
• Experience of applying company policies and procedures to resolve issues.
• Strong IT and reporting skills.
• Working knowledge of NetSuite and Concur.
• HCP reporting.
• Theoretical and working knowledge of Sarbanes Oxley controls.

Specific Behavioural Attributes

• Attention to communications.
• Writing and speaking clarity to share thought information and ideas concisely and ensuring information is passed on effectively.
• Customer orientation – satisfying the needs of internal and external customers, exploring alternative solutions for them and providing proactive follow up to ensure solutions are effective.
• Influencing others – gaining support for ideas, proposals, projects and solutions, knowing when to escalate critical issues.
• Building collaborative relationships – developing, maintaining and strengthening partnerships with others who can provide information, assistance and support for ideas and proposals whilst constructively expressing differing views.

Education & Qualifications

• Bachelor’s degree in finance/economics or equivalent relevant work experience.