At AIA we've started an exciting movement to create a healthier, more sustainable future for everyone.Sound like you Then read on.WE ARE LOOKING FOR .....The EA and Financial Planning Specialist is primarily in-charge of assisting the CFO as well as handle Financial Planning tasks such as the budget notation, various payment requests, Inter-company billings and VEA or Sales Drives Reconciliation. On top of that, the position also assists the Head in the handling of the Shared Services Agreement (SSA).
ROLES AND RESPONSIBILITIES:Budget notation (15%) Evaluate the request for budget notation taking into account the budget of the department and the allowable limits based on the Travel & Entertainment policy. For any significant or new expense items, seek the approval of the Head to proceed in providing the budget notation. There are 50 requests for budget notation. Provide the Go signal to the travel service provider for airline tickets to proceed with the booking after considering 3 quotes from different sources. ( note: This is being done in order to source out the travel provider who can provide the best offer.)
SSARenewal and Monthly Billings (40%) Review the renewal rates from PAL-Finance in reference to the costing workbooks. The review is done with consideration on the increase or decrease of the new rate from the previous year. There are about 500+ services under the SSA. Discuss the findings to the Head. In cases where the increase in rate is too high, further request PAL counterpart to revisit. Upon the advice of the Head, send out the list of services with the corresponding new rate and old rate to the department heads who were previously identified as recipients of those services. In every renewal, PAL gives us a tight deadline. The Specialist regularly talks or discusses with the department heads their comments on the new rates. These comments then are discussed with PAL counterparts. On the monthly billing, a thorough review is done in terms of the rates. This checking is crucial as the new approved rates should be used and not the previous years. The SSA is a huge major item in BPLAC's budget. Hence, it is important that stringent checking must be done. Apart from the checking of Finance, the billing is sent to the respective department heads as they need to check on the transaction count or no. of hours billed for a particular month. Given that the payment of the SSA is based on the accrual method, the Specialist then does a reconciliation on how much was accrued vs the billing. For any variances, this then is reported to the Head.
Payment to Suppliers / Service Providers which are non-Ariba or non-Concur (25%) Check on the payment request and supporting documents in terms of completeness and accuracy Send back the request for any errors or lacking supporting document. In cases of ADU or unbudgeted expense items, require the requesting department to accomplish the ADU form.
VEA or Sales Drives Reconciliation (10%) Reconcile the outstanding accrual with the unpaid but incurred expenses. This is done in collaboration with the Sales Support team who is in-charge of handling the Sales Drives (Tactical, Year-long and Sales events) of the company.
This reconciliation between Finance and Sales Support team is necessary as Finance assesses the current standing of the accrual.More so, knowing the current standing would aid Senior Management in determining whether there is still room to accommodate any ad-hoc Tactical drive.
Years ago, there was no reconciliation done and it was left to the team handling the Sales Drives.It ended up with an actual expense more than the accrual.
Others (10%) Assist the CFO on his requests Purchase Office supplies for the department Conduct orientation to the employees (mostly Sales) on how to use Concur and Ariba
In case the FPCMO Manager is not around, the Specialist also does supervisory tasks to the 2 Junior staff in the department.
MINIMUM JOB REQUIREMENTS:- Bachelor's degree - Graduate of any business-related course with a good scholastic background
- Preferably with at least 1 year work experience
- Excellent interpersonal and communication skills (oral and written)
- Good attendance record and complies with Company policies
- Computer savvy - knowledgeable in Microsoft office applications
