Procurement Support Officer

2 weeks ago


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 non-compliance 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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