HSBC Group

Department Profile:

Accounts Payable (AP) is responsible for the accurate and timely processing and payment of vendor (third party and inter-company) invoices/credit notes, the reimbursement of employee expense claims and the reconciliation of AP owned bank accounts and balance sheet accounts directly related to a transaction executed by AP in the AP system/sub ledger.

AP will adopt a globally consistent approach to the processes and controls for which they are responsible. Fully leveraging available system capabilities and at all times seek to effectively manage the related risks.

Role Purpose:

Effective management of an Accounts Payable operations ensuring timely and compliant (accordance with bank policy and the relevant local regulatory requirements) processing and payment of all approved invoices, journals, and staff Travel & Entertainment claims, including deployment and adapting of updated operating systems and processing.

Ensures adherence to internal and external policies and procedures, as well as managing controls are in place to counter fraud, bribery and incorrect / duplicate payments and reports and recovers incorrect payments made.

Ensures integrity and accuracy of financial transactions recorded in Accounts Payable and GL systems, monitors and report accuracy and avoiding operational losses.

Responds to related internal and external customer inquiries and resolves issues of a non-routine nature.

Principal Accountabilities:

• Manages the delivery of timely and effective invoice and T&E processing to ensure that correct accounting entries are passed feeding to the relevant General Ledgers / cost centres input by stakeholders.
• Prevent inappropriate / invalid payments being made resulting in potential operational losses.
• Make sure production, maintenance and communication of accurate management information relating to the local AP function and its performance, adopting Group defined templates.
• Complete variance and trend analyses to support financial and operational business management of the local function, and where necessary alerting identified trends impacting the wider bank operations to local management.
• Resolves issues relating to Business Continuity, Records Retention Management, Information Security, Operational Losses & Near Misses
• Ensuring a timely and effective response to user needs related to non-routine or unusual problems and information requests, as well as those from internal and external auditors.
• Ensures an effective service is provided, against published service levels, in accordance with the Operation (Accounts Payable) FIM.
• Maintain a customer driven service, whilst critically reviewing and challenging non-standard requests.
• Support on escalated queries and complaints to drive fair outcomes and high levels of customer service
• Manage related local projects requiring detailed review, working with other departments and coordinating user requirements and recommendations for quality and productivity improvements.
• Support development and implementation of system changes.
• Engage with Regional Head of Accounts Payable to support the driving of increased productivity and standardization in country operation.
• Ensure effective and regular engagement and communication with outsource resources as a one team.
• Ensures standardized reporting to enable effective operational management, and timely resolution of risks and issues.
• Identify areas for standardization and migration within local processes. Align processes to consistent Group processes.
• Increase automation and process compliance for Accounts Payable.
• Support changes in behavior in order to enable move to standardized lower processing cost processes.
• Ensure assigned accounting, processing, reconciliation and reporting functions are completed timely and in compliance with internal and external policies and procedures.
• Ensure effective and timely reporting, monitoring and recovery of Operational Losses, including Potential and Near Miss, and timely escalation in line with Group policy.

Principle:

• Understanding of HSBC structures, processes, and objectives across the Group
• Ability to manage team (both inhouse and outsourced) and stakeholders on site and remotely
• Ability to understand and independently handle new and existing systems and processing
• Ability to work independently, interact with stakeholders within the HSBC in Japan, Regional Office and other countries
• Excellent interpersonal and people management skills
• Consultative and client-centric approach in service delivery, supported by strong problem-solving skills
• Highly adaptable and be able to work in a dynamic working environment with a strong drive and be able to work under pressure
• A high degree of professionalism and tact in handling sensitive situations
• Business level verbal and written communications skills and reading and writing documentations required in both English and Japanese

Preference:

• A comprehensive understanding of a broad range understanding of the accounting
• Comprehensive understanding of how large banks operate, key challenges faced in the operating environment

Other work arrangemens:

• This is the annual contractual hiring for the first contract for 1 year with the opportunity to update the status to an employee and/or longer-term contract based on the first-year performance.
• Japan AP operation is conducted by Japan onshore team and the outsourcing partner in Dalian which are in scope of the team management.