Area of Responsibility:
- Conduct thorough investigations into requests for new suppliers. Verify the legitimacy, compliance, and necessity of adding new suppliers.
- Manage and update critical contact information for both new and existing suppliers. Support retriggering Inherent Risk Questionnaire (IRQ) processes as needed.
- Monitor the status of IRQs to ensure timely processing and completion. Identify and address any delays or issues in the IRQ process.
- Manage the timeout process for IRQs, ensuring that any IRQs that exceed predefined time limits are appropriately addressed.
- Review IRQs paused during onboarding to determine the cause and necessary steps to resume or cancel the onboarding.
- Provide support for the recertification process of suppliers, ensuring compliance with organizational standards and requirements.
- Manage the Employee Center and mailbox to ensure efficient communication and information flow.
- Minimize the need to interface with internal stakeholders by using your initiative.
- Works under direct supervision
- Conscious of continuous improvements by monitoring and working within agreed KPIs/SLAs
- Support and direct users to the correct procedures for managing Third Party Risk.
Specific Tasks:
- Review and analyze new supplier request forms.
- Conduct background checks and compliance verifications.
- Communicate with requesting departments to clarify needs and requirements.
- Document findings and make recommendations for approval or rejection.
- Update supplier key contact information in the database.
- Verify the accuracy of contact details through direct communication.
- Coordinate with suppliers to ensure updated information is reflected in all relevant systems.
- Support retriggering of IRQs when key contact information changes.
- Regularly check the status of all active IRQs.
- Generate reports on IRQ progress and highlight any overdue tasks.
- Communicate with relevant stakeholders to address and resolve delays.
- Maintain records of IRQ monitoring activities.
- Identify IRQs that have timed out.
- Investigate reasons for timeouts and document findings.
- Coordinate with stakeholders to determine necessary actions for each timed-out IRQ.
- Implement corrective measures to prevent future timeouts.
- Examine reasons for paused onboarding cases.
- Communicate with suppliers and internal teams to gather additional information.
- Make recommendations on whether to continue or cancel onboarding.
- Document decisions and communicate outcomes to relevant parties.
- Assist in the preparation and distribution of recertification documents.
- Track the recertification status of suppliers.
- Communicate with suppliers to obtain necessary documentation and information.
- Update recertification records in the supplier database.
- Monitor and respond to queries in the Employee Center mailbox.
- Distribute relevant information to employees as needed.
- Maintain organization and documentation of email correspondence.
- Provide support for any issues related to the Employee Center and mailbox management.
- Accurate, timely reviewing and recording all third-party data within agreed SLAs.
- Support TPRM (Third Party Risk Management) teams.
- Escalate any areas of concern to the direct supervisor
