The posting
Role: External Workforce Procurement Administrator
Employment: Contract
Experience: 5 to 8 Years
Work mode: Hybrid
Location: Chennai
The External Workforce Procurement Administrator supports the External Workforce Center of Excellence (EWCOE) by coordinating procurement, sourcing, onboarding, and compliance-related administrative activities for contingent workforce engagements. This role focuses on end-to-end administrative support, including resource request intake, supplier coordination, candidate profile management, interview scheduling, identity validation support, documentation tracking, and onboarding readiness.
The position partners closely with EWCOE, Procurement, suppliers, hiring managers, Global Security Management, Digital Workplace Services, and other business stakeholders to ensure contingent workforce activities are completed accurately, consistently, and in alignment with established procedures and control requirements.
Key Responsibilities
Sourcing and Candidate Administration
- Support the resource request intake process by reviewing job requirements, confirming required details, and coordinating with stakeholders to clarify role, location, work setup, duration, and engagement needs.
- Coordinate with approved suppliers to request candidate profiles, resumes, photo IDs, and other required submission details.
- Review candidate submissions for completeness, including resume, valid government-issued photo ID, personal contact details, and other required documentation.
- Shortlist and organize candidate profiles based on role requirements, supplier submissions, and hiring manager needs.
- Maintain candidate records and ensure resumes, IDs, interview materials, and related documents are saved in the appropriate SharePoint folders and trackers.
- Provide timely updates to suppliers and hiring managers regarding candidate submission status, missing documentation, and next steps.
Interview Scheduling and Coordination
- Coordinate interview scheduling with hiring managers, suppliers, candidates, and EWCOE representatives.
- Schedule interviews using the approved EWCOE or CPS ProServices mailbox and calendar process.
- Ensure interview invitations include the required meeting details, candidate instructions, video requirements, and compliance reminders.
- Confirm that candidates receive interview expectations, including video-on requirements, valid ID presentation, restrictions on AI-assisted tools, and other interview protocols.
- Track interview request date, scheduled date, actual interview date, hiring manager, supplier, candidate name, interview status, and related remarks in the appropriate tracker.
- Support interview logistics, including calendar coordination, reschedules, invite updates, and stakeholder follow-ups.
Candidate and Identity Validation Support
- Support identity validation controls by ensuring candidate photo IDs and interview materials are collected, reviewed, stored, and tracked before interviews or onboarding.
- Join or support interview sessions, where required, to confirm candidate attendance, video visibility, and alignment with established identity validation procedures.
- Assist with capturing and saving interview snippets or screenshots, where applicable and permitted by procedure.
- Compare candidate information against submitted documentation and escalate any discrepancy, mismatch, or potential imposter concern to EWCOE leadership.
- Support Day 1 identity validation activities by coordinating reminders, tracking completion, following up on pending responses, and ensuring required confirmations are documented.
- Assist with Day 30 skills or performance validation follow-ups, where applicable, by sending approved templates, monitoring responses, and updating trackers.
Procurement and Onboarding Administration
- Prepare, process, and track procurement, sourcing, and onboarding requests in approved systems and mailboxes.
- Support supplier onboarding, documentation validation, work order review, and compliance checks.
- Maintain procurement and contingent workforce records, including supplier data, contracts, candidate submissions, worker information, validation evidence, and onboarding status.
- Coordinate with suppliers to resolve missing or inaccurate documentation, candidate submission issues, onboarding delays, or identity validation requirements.
- Support contract administration and worker lifecycle activities, including renewals, amendments, transfers, onboarding readiness, and offboarding coordination.
- Assist with Clearance to Start communications and ensure required onboarding prerequisites are completed before worker start dates are confirmed.
Governance, Controls and Process Support
- Follow established EWCOE procedures, procurement controls, onboarding requirements, and audit documentation standards.
- Ensure required evidence is retained in the appropriate SharePoint folders, trackers, or approved systems.
- Monitor open items, exceptions, delayed validations, pending documents, and process gaps requiring follow-up.
- Escalate missing documentation, non-compliance, identity concerns, or process delays to the appropriate EWCOE manager or stakeholder.
- Support audit readiness by maintaining complete records of candidate submissions, interview details, identity validation evidence, onboarding confirmations, and stakeholder communications.
- Identify process improvement opportunities related to administrative handoffs, documentation quality, tracker accuracy, scheduling efficiency, and stakeholder communications.
Collaboration and Stakeholder Support
- Serve as a point of contact for suppliers, hiring managers, EWCOE team members, and internal partners on sourcing, interview coordination, onboarding administration, and validation-related inquiries.
- Work with suppliers to ensure candidate submissions meet DTCC requirements before being presented to hiring managers.
- Provide administrative support to EWCOE leadership, procurement partners, and business stakeholders as needed.
- Communicate clearly and professionally with internal and external stakeholders regarding requirements, missing information, deadlines, and next steps.
- Support team coverage, mailbox management, and task handoffs to ensure continuity of service and timely completion of administrative activities.
Must‑Have Qualifications
- Experience supporting procurement, sourcing, staffing, onboarding, or workforce administration processes.
- Experience coordinating with suppliers, hiring managers, candidates, and internal business stakeholders.
- Strong organizational skills with the ability to manage candidate submissions, interview schedules, documentation, and follow-ups across multiple requests.
- Familiarity with procurement or workforce management systems such as SAP Fieldglass, Ariba, ServiceNow, or similar platforms.
- Ability to review and validate documentation for completeness, accuracy, and procedural compliance.
- Strong attention to detail and ability to maintain accurate records, trackers, and audit-ready documentation.
- Strong communication skills with the ability to provide clear instructions, reminders, and follow-ups to internal and external stakeholders.
Required Qualifications
- Bachelor’s degree in Business, Finance, Supply Chain Management, Human Resources, or a related field.
- Experience in procurement operations, sourcing administration, staffing coordination, onboarding support, supplier coordination, or related administrative work.
- Strong ability to manage multiple tasks and deadlines in a fast-paced environment.
- Proficiency in Microsoft Office tools, including Outlook, Teams, Word, Excel, and SharePoint.
- Ability to handle confidential candidate and worker information with care and in accordance with company procedures.
- Experience maintaining trackers, documentation repositories, candidate files, or onboarding records.
- Strong stakeholder management, follow-up, and issue-resolution skills.
