Analyst, Group IT Invoicing

First Quantum Minerals; London; On-site; GBP 30,000 - 50,000; Full time

Job description

At First Quantum, we free the talent of our people by taking a very different approach which is underpinned by a very different, very definite culture – the “First Quantum Way”.

Working with us is not like working anywhere else, which is why we recruit people who will take a bolder, smarter approach to spot opportunities, solve problems and deliver results.

Our culture is all about encouraging you to think independently and to challenge convention to deliver the best result. That’s how we continue to achieve extraordinary things in extraordinary locations.

Job description:

Purpose of the role

To perform select administrative tasks within the Commercial and Service Management Team within Group IT. The overall purpose of this team is to shape, develop and mature the Group IT approach to service management, supplier management and financial budgeting and control.

Job & Candidate Requirements

Invoice Processing

1. Review all invoices to ensure they are accurate and align with associated purchase order before approving for payment.
2. Submit vendor invoices before month end.
3. Update purchase order with part shipment / receipt information.
4. Dispute inaccurate POs with suppliers/vendors.
5. Track payment progress, hold regular meetings with finance team to ensure efficiency of processes, make service improvements where appropriate.
6. Produce regular reporting, tracking POs, invoices approved for payment, invoices processed for payment by finance, actuals for various teams compared with monthly forecast.

Procurement and Budget Management

1. Maintain vendor records, ensure contact information is accurate.
2. Manage end to end procurement process, obtain quotes, raise orders, track delivery, receive goods and services on internal systems, process associated invoices for payment, close POs, track status of all open POs.
3. Ensure purchase requests are in line with available budget.
4. Create and circulate monthly group IT financial reports, tracking budget/forecasts.

Asset Management

1. Manage group level asset registry, including end user computing and infrastructure hardware.
2. Maintain IT asset lifecycle management process for corporate office locations, and ensure inventory remains up to date and accurate.

Service Delivery Tasks

1. Manage hardware purchases for corporate office locations.
2. Purchase licenses, request quotations from vendors, raise purchase orders and ensure fulfilled correctly by suppliers.
3. Assign, monitor and report availability of purchased licenses assigned to colleagues via the Microsoft 365 admin portal.
4. Use SNOW software licensing portal to monitor and report on FQML license consumption.
5. First line point of contact for requests for changes raised by Group IT teams.

IT Service Desk Administration Tasks – Service Desk Plus Application

1. Resolve tickets raised in service management queue, prioritise and determine whether new tickets are incidents or service requests.
2. Provide responses to incoming tickets, keep colleagues informed of progress and escalate where required.
3. Monitor tickets, assign to relevant teams, follow up to ensure expedient resolution.

Applications Skillset

1. Service Desk Plus or similar service management tools used for tracking incidents, purchases, service requests, and change management.
2. Purchase to pay systems experience, raising purchase orders, tracking delivery and receipting goods and services, invoice processing.
3. SNOW software licensing inventory.
4. M365 Admin portal.

Qualifications Required

1. Ideally, appropriate qualifications in Mathematics and English.
2. A Financial qualification would be an advantage but is not necessary.

Experience & Skills Required

1. Previous experience with Purchase-to-Pay processes – specifically, purchase order and invoice creation and approvals processes.
2. Familiarity with different systems for the creation and management of purchase orders and invoices, software licensing portals, etc.

Behavioural Traits Required

1. Outgoing and comfortable with engaging with all levels of a large multi-national organisation.
2. Business benefit and outcome driven.
3. Commercially astute and value-for-money driven.