Operations Support Specialist

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Job Purpose

To support the effective management of third-party manpower and service providers by ensuring timely and accurate payment processing, compliance with contractual and billing requirements, adherence to service level agreements, and availability of accurate supplier data and reports to support operational continuity and informed decision-making.

Key Accountability Areas

Accounting Responsibilities:

• Process and follow up on the timely payment of salaries, incentives, and bonuses related to third-party manpower services.
• Monitor payments to manpower suppliers and follow up on the payment and advance payment process until amounts are credited to suppliers’ bank accounts.
• Review supplier invoices to ensure compliance with the approved billing system and verify the completeness and accuracy of required supporting documents before submission.
• Coordinate with the Accounts Payable team to obtain monthly statements of account for each supplier and verify that payments are processed in accordance with contractual terms, including timelines, calculation methods, and payment conditions.

Operations Responsibilities:

• Support the execution of operational activities in line with the approved Service Level Agreements (SLAs).
• Maintain and regularly update master data and operational reports for all assigned suppliers.
• Ensure proper filing and archiving of important documents in accordance with company policies and audit requirements.
• Monitor the validity of contracts and ensure documentation aligns with the unified contract format, escalating any discrepancies when identified.

Reporting & Analysis Responsibilities:

• Prepare and maintain techno-commercial comparison reports for all active third-party service suppliers.
• Assist in evaluating potential new suppliers by coordinating with the Purchasing team and relevant committees and providing required data and analysis.
• Monitor open Purchase Orders (POs) to ensure sufficient balances are available and initiate or request the creation of new Purchase Requisitions (PRs) when required.

Role Accountability

HR Proficiency:

• Ability to obtain updated soft and technical skills related to the job.

Delivery:

• Perform the planned activities to meet the operational and development targets as per delivery schedules.
• Utilize resources effectively to achieve objectives within efficient cost and time.
• Provide a periodic report formatted by detailing the deviation and execution of planned tasks.

Problem-Solving:

• Solve any related problems arise and escalate any complex operational issues.

Quality:

• Ensure quality requirements to develop effective quality control and processes including specifications for products or processes or related activities.

Business Process Improvements:

• Coordinate well-defined written systems, policies, procedures, and seek automations opportunities as much as possible.

Compliance:

• Comply to related policy and procedures and work instructions.

Health, Safety, and Environment:

• Ensure compliance of relevant safety, quality, and environmental management procedures and controls within defined area of work activity to guarantee safety, legislative compliance, and delivery of high-quality products/services.

Academic Qualification

Bachelor Degree in Human Resources or Any relevant field

Work Experience

2 to 4 Years

Technical / Functional Competencies

Human Resources Policies and Procedures

Change Management

Cost Management

Financial Management

Operations Management

Operations Planning

Operations Procedures

Accounting Methods

Cost Accounting