Vendor / Procurement / Outsourcing Risk Officer

JOB PURPOSE:

Administer the banks Process and Procedures for the management of Third Party Relationships and Outsourced Services . Participate in the oversight of the full Risk Management lifecycle of Outsourced Services.

KEY RESPONSIBILITIES:

• Participate in the oversight of the full Risk Management lifecycle of Outsourced Services.
• Be the initial point of contact for internal staff regarding Management of Suppliers and Service Providers.
• Maintain the Branch’s Relationship Inventory.
• Maintain Documentation using standard Microsoft desktop applications
• Risks and Issues Management: Understand the concept of Risk and Issues; ability to structure and summarise risks and issue commentary
• Management Information Reporting: Ability to structure reports for Management audiences
• Provide day to day advice and support on Third Party Provider and Outsourcing Management, including advice on the Bank’s policies and any applicable regulations.
• Interaction with colleagues across the Bank to ensure correct adherence to Third Party identification, Risk Assessment process and Outsourcing Governance and Controls.
• Liaise with 2nd Line of Defence Departments (Compliance and Risk Management) and SME Control Function Departments in the 1st Line of Defence (IT, Legal, HR) to co-ordinate the Risk Assessment Process.
• Produce regular and ad-hoc Management Information Reports
• Support the Governing Outsourcing Subcommittee:
  • Producing Reporting Packs and Meeting Materials;
  • Scheduling Regular and ad-hoc meetings;
  • Creating Meeting Agendas;
  • Minutes of meetings.
• Liaise with General Payments Department to maintain Supplier Lists, Department and contract Lists used with the Relationship Inventory.
• Perform Due Diligence checking on Providers
• Pursuing providers for required information.
• Challenge Service Owners to provide quality data and supporting materials to allow for effective Categorisation of Relationship and rigorous Risk Assessment of In Scope outsourced services
• Continually track and provide status updates on all outsourcing relationships within the bank.
• Drive continuous improvement through vendor reviews, controls assurance and remedial action plans.
• Track mitigation plan actions completion and Co-ordinate Owners updating of Finding details
• Findings Management: Maintain Findings list and Finding Forms
• Co-ordinate Owners updating of Risk Assessment Status summaries when mitigation plans complete
• Track Performance Review updates and KPI updates
• Co-ordinate and liaise with Head Office regarding administrative, operational and planning matters related to Third Party Relationships and Outsourced Services.

Ad-Hoc

• Assist with the general administrative responsibilities of the department (answering phone, creating expense forms etc.) if requested to by the Head of Department.
• Cover for other colleagues within GAPD if required.

QUALIFICATIONS AND EXPERIENCE:

General

• Experience in global Banking or Financial Services organisation, preferably in roles related Internal Control/Outsourcing Management
• Basic Understanding of the regulatory requirements for managing Third Party and Outsourcing Risk in a Financial Service organisation, including a working knowledge of outsourcing regulations.
• Experience in developing and maintaining process and procedure documentation is desirable
• Excellent English writing skills with ability to adapt messaging to different target audiences as required.
• Demonstrate analytical capabilities and ability and from this to derive and then drive actions and results.
• Excellent communication and presentation skills and proven ability to effectively interact with team members and bank wide stakeholders, across all levels, earning their trust and establishing credibility.
• Organised and logical
• Proactive and collaborative attitude
• Must work in a collaborative and mentoring way, displaying patience and encouraging learning.

Technical Abilities

• Knowledge and experience of UK Regulators and European Banking Authority requirements for Outsourcing.
• Proficient in using standard MS applications: MS Word, Excel and PowerPoint, Outlook
• Intermediate Excel Skills:
  • Ability to use Pivot Tables;
  • Create and use formulas, including vlookup, to create flexible reporting;
  • Record and maintain Macros. With VB macro writing skills a bonus.
• SharePoint Site Use and Basic Administration: Maintaining Users List and Permission Setting on Users and Content.
• Risks and Issues Management: Understand the concept of Risk and Issues; Summarise Risks and Issues.
• Management Information Reporting: Ability to structure reports for Management audiences.

Good to Have

• Awareness of Process Mapping techniques.
• Knowledge of Purchase Request processes/workflows.
• Appreciation of GDPR requirements and the importance of Data Confidentiality in a Banking Environment.
• Experience working in a Japanese company.