Senior Procurement & International Trade Manager

SUMMARY:
Looking for a Senior Procurement & International Trade Manager to manage Procure to Pay cycle and Order to Cash cycle

POSITION INFO:

The main purpose of the job:
Manages specific processes within the Procure to Pay cycle - PTP namely Requisitioning, Purchasing, Receiving, and Supplier invoice accounting Manages specific processes within the Order to Cash cycle - OTC namely Order Management, Order Fulfillment and Shipping, and Customer Invoice generation Processing, recording, accounting, and ensuring full compliance of all International Trade processes within the above cycles

Key responsibilities

OTC (Order to Cash)

• Create sales orders and resulting purchase orders on the financial system from orders initiated by the client''''s procurement process
• Ensure accurate, complete, consistent on time
• Process and print Customer invoice, attach all relevant documentation to it e.g. delivery notes, customer order, contract etc. to invoice and arrange signoff by the client of invoice.
• Obtain and ensure the existence, completeness and archiving of all Customer proof of works - delivery notes, signed invoices, vendor delivery notes, job cards, acknowledgement of receipt
• Ensure proof of works for sales processed is attached to Invoicing when it is delivered to Clients in the case where work or delivery is done without immediate invoicing (e.g. Supplier perform end-user deliveries on behalf of the company)
• Prevent deliveries for COD sales without proof of payment or collection of the cheque for delivery
• Provide best possible customer service to the internal customers e.g. sales/BU and external clients/customers.
• Ensure only authorized customer credit notes are processed and processed only in accordance with existing authorization processes and conditions

PTP (Procure to Pay )

• Utilize inventory on hand for orders and minimize stock holding at all times
• Make sure that the client always procures all goods and services at the best possible price from their
• Obtain refresher quotes and comparative quotes
• Check with Business Unit (BU)
• Make sure that the order is processed with DRF
• Communicate and deal with suppliers to create relationships that enable preferred treatment by suppliers
• Place purchase orders with suppliers and record purchase order information on the financial system
• Record purchase orders on the internal system - purchase price, supplier, supplier references, ETA
• Continuously update open Upkeep and maintaining of Supplier PO Status, backorders - ETA''''s
• Execute all requests for any outstanding supplier related queries from finance without any delay.
• Report on backorders and ETAs to XON Sales/PM team on regular and repeated
• Register received purchase orders GRN on the financial system and update accurate and complete supplier invoice information on the financial system and PO status
• Make sure that all goods received corresponds to the purchase order
• Make sure that correct and authorized item codes are used when creating purchase orders

Other

• Identify weaknesses and recommend improvements to current procurement processes and
• Always make sure that the correct Projects are being used relating to the cost input and resulting customer invoice.
• To ensure that the incorrect/faulty/duplicate stock received is returned to the relevant suppliers with a valid "RMA" number/confirmation for Credit or swop
• Adhere and comply with XON''''s best practices (i.e., existing systems, processes, and procedures).
• Always ensure the complete and relevant existence and immediate availability of all required documentation relevant to:
• Merchant documents (Imports/Exports)
• Workflow documents relating to the Order cycle
• Other related requirements i.e. Export Credit Insurance, Letters of Credit, Reserve Bank requirements etc.

International Trade

• Responsible for processing, recording and compliance of all international transactions, customer and/or vendor related.
• Pre-inspection information to be arranged (if applicable). When pre-inspection or any certification is involved, delivery instruction can only be fulfilled by the freight forwarder when this has been
• Responsible for arranging pre-inspection / other certification with companies e.: Intertek, SGS, Bureau Veritas.
• Preparation for PC - Product Certificate with regulator for safety and quality
• Submission of all documents to the technology provider to approve file generation in Nigeria for import.
• Form M application preparation for submission to Nigeria CBN Foreign Exchange control (e.g., commercial invoice/packing list / PC and product data)
• Application for PSI (pre-shipment inspection) upon loading of container
• Monitor and control inspection requirements e.g.: additional documentation or product requirements needed
• Formulate the draft AWB - Airwaybill outlay / BOL - bill of lading in accordance with payment requirement - also for forex purposes (forex control and merchant shipments)
• Issue COO (certificate of origin) with Chamber of Commerce in SA for all export/merchant shipments
• Booking of shipment with shipping line/airline and coordinate inspector in line with loading date
• Obtaining the SONCAP after the final requirement has been issued by the regulator for SONCAP
• Shipment arrival in Nigeria (destination) and if required - monitor the various processes of clearance and inform the recipient of process level on hand
• Import shipments to be managed on timelines for the manufacturing of exports
• Manage cost comparisons air vs sea from each vendor
• Updating progress on import for arrival and clearance in SA
• Strapping and lashing services to be arranged when required for export shipments in secure packaging
• Updating costs on export shipments frequently (as tariff changes regularly)
• Issue DG (dangerous goods) declarations in line of shipments being exports from SA - if required

Qualification & Experience

• Bachelor''''s degree preferably Procurement Management, Finance or Logistics will be advantageous
• Strong knowledge of applicable commercial legislation will be advantageous Exposure to International Procurement Terms and Conditions
• Exposure to Alternative Energy Procurement
• 5 years relevant experience in procurement or logistics
• 8 years experience in Import / Export Trade and International Procurement 5 years'''' experience working on a financial software

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