Global Benefits Operations: Scope, Challenges & Path Forward

Generated from prompt:

i actually want to summerise the below in more easy way to understand, use point forms where applicable: if i am working a benefit analyst for over 24 countries, over 50 suppliers, where we have a designated benefit brokers support us about 95% of the countries that i am responsible, except countries they don't have coverage, then we will use other local broker. i have a very complicated work currently working including working on the benefits vendor management, invoicing management including create PO, approve the payment, follow up on any payment issue like outstanding payment/ wrong account/ unknown refund, outstanding refund, invoices were shared via different sources, some are through our broker platform, some are direct email, some are direct to AP team copy me, some are physical copies to local office, some even need to go to platform to check by myself without an email notification (as only one person is allow), some need payroll to validate before the invoice can be issued . Working on annual benefit renewal, that included policy review, meeting with broker, provide salary or employee census report, working with cross-HR functions and Finance team, leading any special project, benefit tracker update which is used for annual budgeting, ideal it should be used for further analysis but the current processes are too complicated and manual, so still not able to reach a point to achieve this objective, other manual work like upload saving plan file for some countries, plus daily ad hoc enquiry or questions came up from employees, i am soon need to present an overview the above are the complexity of my daily work to the VP of total rewards (most senior person heading the TR for the entire organisation). How should be manage the flow of that and make it didn't sounds very negative or compliant, and what information (quantitative) would be helpful for her to understand those challenges as not everything can be quantify in many cases. it is just very time consuming because I do not have the full access of the data that I needed, I may need to reach out a few functions in order to gather the required information. while getting the invoices from portal, i am not the only one who got access to the portal but is only me who is responsible to download and process the payment, for the the payment terms, payment method are not the same in different benefits across all countries with multiple benefits, the combination are all different. some payment were pay via submit invoice to AP, AP upload to Coupa, i approve it before they actually pay it. some are direct debit, some payment are process via payroll, some of them i don't even able to track how much we spent as it is direct debit without issue any invoice. for invoice validation, there is no standardized or fully automatic model- i am not always able to validate and breakdown is not always share, or even share, i am not able to validate if the calculation is correct or not, because i can't remember all the calculation formula unless i open every single policies to check and that is not possible, i can only check if the active list of members are correct, this implied a potential compliance risk as we are 100% rely on broker or supplier for computation. for normal payment, invoices are submit by me via different channels, download from suppliers portal, shared and download from broker platform, physical mail to local office, some are direct email to me, or direct email to AP team copy me, once received the invoice either me email to AP or AP can upload to Coupa, then I approve on Coupa, then AP process the payment