Set the strategic direction and roadmap for the travel and expense function globally. Drive improvement and compliance with all T&E processes across GBS. This includes establishing globally standardized T&E processes both regionally and globally. Develop, monitor, and manage the travel and expense reporting / support functions while managing and developing staff, building key relationships with end users and external vendors, ensuring J-Sox compliance, and driving department efficiencies and automation.

• Develop and Manage travel and expense reimbursement programs, corresponding policies (including Travel & Expense Reimbursement Policy and Corporate Credit Card usages policy guidelines) and methodology to measure / drive adherence globally. Responsible for resolution /enforcement on any policy and/or support related circumstances unique and/or requiring policy interpretation.
• Act as the subject matter expert in T&E global processes and drive the implementation of relevant technologies to support continuous improvement initiatives.
• Oversee and manage corporate credit card program including program development, policy procedure development and adherence, through issuance / termination/ suspension of cards and applicable reporting.
• Direct external business relations (e.g. credit card provider, airlines, travel Management Company, ground transportation providers, provider of expense tools) and hold all to defined contractual metrics.
• Research, propose/recommend, and ultimately implement (including project management and on-going policy adherence) for any new programs in the T&E space to Astellas employees supported (including but not limited to TMC Leisure site, Road Warriors, Global Entry, Meetings Tool, etc.)
• Oversee development of the Astellas Intranet sites travel, expense, & credit card related pages including vision and execution.
• Primary liaison and ambassador with all external shareholders supporting the Astellas travel and expense reporting function globally aligning the overall shared services function.
• Primary liaison with the Corporate Events team and facilitating win-win solutions that support the overall reduction/generation of greater value as it relates to T&E costs and servicing of Corporate Events’ customers.
• Oversee process and provide guidance to externally supported vendor teams responsible for providing Astellas first and second level support for travel and expense reporting on-line tools and related service level metrics (including meetings T&E tools). Responsible for resolution /enforcement on any policy and/or support related circumstances unique and/or requiring policy interpretation.
• Manage periodic negotiations for travel and expense reporting-related contracts such as expense reporting tool, ground transportation, hotels, Corporate Credit Card, procurement card, and airlines.
• Develop metrics for overall travel and expense reporting spend and develop strategic options to reduce spend yet maintain or increase service level; metrics to include but not be limited to spend by expense category, year over year analysis, departmental adherence to policy, preferred carrier savings, etc.
• Develop, motivate and train staff to performance standards.
• Communicate and handle employee performance issues.
• Develop and facilitate training for Astellas employees (including affiliates) on expense reporting and travel tools, policies, and procedures.
• Oversee and manage travel-related systems, processes, tools (including but not limited to SharePoint sites, Expense reporting tool, travel booking tool, Pcard tools) and associated internal / external auditing for JSOX and other related control entities as deemed by the Sr. Finance management of Astellas
• Manage other projects as assigned.

Organizational Context

• Reports to the Regional PTP process owner, EMEA
• Position is responsible for managing the expense report payment process, Help Desk Tool and post-payment audit process with direct managerial responsibility for the Senior Expense Reimbursement Analyst and indirect managerial responsibility for the Senior T&E Reimbursement Processor.

• University degree in Accounting, Finance or related discipline, or equivalent qualification
• Fluency in local language, English conversational and business English (equivalent to Toefl IBT 105+, or 7.5 IELTS, CAE- Cambridge English advanced exam, TOEIC Listening 400+, Reading 400+, Speaking 150+, Writing 150+

Required

• BA/BS required, preferably in Business or Information Systems.
• 7+ years experience with significant supervisory experience.
• Strong knowledge and understanding of overall accounting operations.
• Strong PC skills with required proficiency in Microsoft Office applications.
• Strong verbal, written and negotiation skills.
• High degree of professionalism – able to interact verbally and in writing with all levels of the organization and with internal and external stakeholders (e.g. suppliers) Strong verbal, written and negotiation skills.

Preferred

• GLP Certification – Global Leadership Professional (emphasis in Corporate Travel Management)
• Certified Corporate Travel Executive Certification (CCTE)
• Prior experience with SAP and Concur Expense applications.
• Membership/participation in association(s) focused on T&E
• Prior experience with SAP and Concur applications.

Specific Physical or Environmental Requirement

• Ability to operate effectively within a global environment, using remote communication, and appreciating different cultural backgrounds
• Ability to travel internationally on occasion