Operation Manager

Job Description

The Role ResponsibilitiesStrategy

• Responsible for managing a global portfolio of IT contracts, spanning hardware, software and IT professional services, the role holder is responsible for:
• Managing and governing the end-to-end contract lifecycle (including new demand and changes), initiating, tracking and monitoring contract changes, deliverables, correspondence and risks, and maintaining associated documentation.
• Ensuring robust management of third party suppliers throughout the lifecycle, in accordance with company policies and procedures, applicable laws, and Function requirements.
• Providing advice and coordination on contract and third party supplier management and policy compliance matters, including service level agreements, financials and governance.
• Support the project teams during the budgeting cycles. Manage accrual submissions across the portfolio, working with Finance, the PMO team and project managers to ensure submissions are on time and all required accruals are made.
• Raise requisitions / work orders and coordinate the on-boarding and off-boarding processes (including equipment ordering and staff screening) in line with Group policies and procedures. Keep the associated trackers up to date (including the onboarding/offboarding tracker). Support the Resource Manager in planning for contract changes and actions such as renewals in advance, where required.
• Ensure the correct resource rates are promptly updated in Clarity for all non-employed workers
• Governance: Project repository management. Work with the PMs to ensure that all the mandatory artifacts are stored properly in the respective project PDRs.
• Must have expert knowledge in raising WFM (WFM Tool) and JR (NEW Tool) requests for Headcount tracking and Reporting.
• End to end coordination on Resource onboarding
• Ensure data in Clarity is accurate across the Programme and working with Project Managers to address/handling data quality issues, risk register.
• Must have expert knowledge of project management tools such as Clarity
• Must have expert knowledge in understanding and implementing headcount/resource management, financials and cost processes such as forecasts, actuals (including recharges and accruals), etc.

Vendor Management

• Establish end-to-end governance of vendors (including those used by Global Business Services).
• Centralise vendor management administration to ensure the appropriate systems, processes, controls and resources are in place, and:
• Vendor sourcing strategies are clearly defined and contracts are optimised commercially.
• All third party risk management ( TRPM ), outsourcing and vendor management requirements are adhered to and effectively embedded.
• Standardised agreements are used and all IT contracts / statements of work ( SOWs ) / change requests are fit for purpose and in place before work starts, with outcome-based deliverables and robust measures in place to provide evidence of strong return on investment.
• A central repository of all vendor contracts is in place and maintained.
• Vendors are onboarded efficiently and are effectively managed throughout the lifecycle.
• A calendar of key contract dates / events and actions such as renewals is developed and maintained and renewals and contract changes are planned and delivered in advance (ensuring seamless handoffs with the Resource Manager and Project Administrators for resource extensions, offboarding etc).
• Timely payments are made to vendors.
• Robust management, tracking and reporting are in place regarding suppliers performance, deliverables and compliance with contractual obligations (including agreed rates and terms and conditions, service level agreements and fulfilment of deliverables).
• All contract changes (e.g. addendum) are recorded in correct format, and the performance of the contractual obligations is properly tracked and documented.
• Acceptance procedures are adhered to.
• Process visibility is delivered for all parties and effective lines of escalation are in place.
• Post contract governance is in place (including ensuring appropriate documentation is produced on SOW completion).
• Educate the team on policy, process and best practice. Help them to get the best out of vendors and make decisions on what they want to procure in, how to procure it and ensure it is aligned to overall ITO vendor strategy.
• Support the establishment of procedures, tools and methodologies to manage contracts/SOWs/CRs in accordance with their terms, documenting and managing records with the objective to maintain complete contract documentation files and audit trail.
• Ensure the team is positioned to meet the challenges of the future from a third party perspective. Keep abreast of developments in the third party management landscape (including changes to internal policies and procedures and external rules and regulations) and apply to practices across CIO Group Enterprise Functions.
• Partner closely with the Resource Manager and Project Administrators to ensure the smooth pipelining, onboarding and off boarding of vendor resources, in line with Group policies.
• Fulfil the responsibilities of contract manager, including ensuring regular formal business reviews and key governance meetings take place with vendors to measure and evaluate their success (based on the contract SLAs).
• Be first point of contact for the team regarding contractual and third party management matters.
• Drive an environment of performance, collaboration and compliance, to ensure issues are raised and blockages are resolved in a timely manner, escalating as appropriate.
• Partner with Resourcing Manager to coordinate and manage NEWs involved in the delivery of projects. Act as reporting Line Manager in the system for NEWs that work across projects / project managers / Technology Heads.

Other Responsibilities

• Track issues/escalations and bring them to the attention of Line Manager in a timely manner.
• Perform other responsibilities assigned (i) by Line Manager and (ii) under Group, Country, Business or Functional policies and procedures.

Business

• Work closely with internal T&I Project Managers and Internal Business HRCABMP.

Our Ideal CandidateSkills

• Effective interpersonal, communication skills to articulate at different levels of organisation hierarchy
• Strong relationship management experience with influencing and negotiation skills.
• Creative mind be able to suggest ideas and drive innovation
• Able to understand the big picture and the details
• Able to prioritise tasks based on urgency and importance
• Good communication skills oral and written.
• Strong organisational, time management and administration skills
• Strong analytical, numerical and problem solving skills
• Strong financial management and commercial acumen
• Able to plan ahead whilst also being able to work under tight deadline and urgency if require
• Able to handle sensitive matters with discretion and confidentiality.
• A high degree of proficiency in the Microsoft Office suite.
• Proficiency in PeopleSoft e-procurement would be a strong advantage but is not essential.

Apply now to join the Bank for those with big career ambitions. To view information on our benefits including our flexible working please visit our career pages . We welcome conversations on flexible working.,

Keyskills :
supply chainchange requestssupply chain managementproblem solvingdata qualityrisk managementservice levelproject teamswork orderstime managementstatements of workstatements of work sow