Procurement Support Officer

2 weeks ago

Kuala Lumpur, Kuala Lumpur, Malaysia Wilhelmsen Full time

Join our global team for a career filled with opportunities to solve challenges both small and large, local and global, simple and complex.

Interrelations
Reporting to Team Leader
Procurement Support and closely working with members of Global Procurement Services, Vessel Accounting group and Treasury group. Also having liaison with vendors, management centres in Wilhelmsen Ship Management.
Formal authorities
Authorised to perform the following tasks:
  • To register invoices, debit/credit notes into Eyeshare
Communicate with: Vendor
GPS Team Members
Vessel Managers/Crew Officers/Managers
Department Head
Vessel Accounting Group
Corporate Accounting
Main responsibilities and tasks Ensure all incoming invoices via electronic mailbox are scanned and essential details are captured correctly prior registration in Eyeshare.
Ensure all invoices received are compliance to WSM PO/Invoice standard. Ensure all invoices received are registered into Eyeshare within agreed timeframe from date of receipt 2 working days. Ensure all invoices are registered with correct vendor, amount & currency. Ensure bank details stated on the invoices are checked/verified against bank details registered in system before invoice is registered. Ensure all invoices are paid in accordance with the required payment terms. Ensure that the daily batch of approved AP's list are retrieved & transferred to treasury for payment processing. Ensure that the credit note of closed PO/invoice and/or noncompliance credit notes are returned to vendor for refund directly without processing. Send reminders to Vessel Managers and or PIC for all outstanding unpaid invoices. Coordinate and answer all invoice related inquiries from internal and external stakeholders. Liaise with other management centres, Procurement officers, WVA Treasury and vendors with regards to invoice receive from suppliers. Statement of accounts and payment queries Vendor Bank Details Other duties as assigned. Accountabilities The position will be measured against timely registration of invoices received as per agreed guideline and working procedure. The position is also measure on accuracy of the invoices registered in system. The position will be measured on achievement of Invoice Turnaround time against KPI set. The position will be measured on the response time on attending internal and external queries. Qualifications
Mandatory requirements Diploma/Degree in commerce, business administration, accounting and/or finance. Fair command of English. Additional preferences Good organizational skills. Analytical Skills Experience in Invoice Registration in SSC environment Process Involvement
All business systems used within Procurement, including BASSnet, EyeShare, SAP, Simdojo, MS Excel and Word Analytical Skills Experience in Invoice Registration in SSC environment Process Involvement All business systems used within Procurement, including BASSnet, EyeShare, SAP, Simdojo, MS Excel and Word#WSM

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