YOU TACKLE FOR QUALITY AND GREAT SERVICE. THIS WILL IMPROVE THE LIFE OF OUR CUSTOMERS.
Would you like to become part of the world's most international company in the world?
A company that pioneered cross-border express delivery in 1969 and is now active in more than 220 countries and territories worldwide. Do you want to be part of a company that connects people worldwide? And the more people we connect, the better life will be on our planet.
Join our team and discover how an international network that's focused on service, quality and sustainability, is able to connect people and improve lives through the power of global trade. And not just for our customers, but for every member of our team too. To learn more about our culture, motivated people and our purpose, please visit www.dpdhl.jobs/express
Do you want to make a difference? Then come to our "Insanely Customer Centric" Team and become a Certified International Specialist!
ROLE PURPOSE:
- Responsible for reconciling and processing the invoices for CAL, INDC, admin and other local suppliers related to MEA Aviation. Coordinate with Operations team, Finance and airlines/GSAs for variance follow ups and it’s resolutions.
- Responsible for coding of invoices in Basware system as per accounting and reporting requirements. Ensure timely processing of payments as per contractual payment terms. Assist Aviation Finance Manager for CAL Centralization and support KUL E2E project team with variance resolution.
YOUR TASKS:
CAL Invoice processing and CALMS reconciliation
- Responsible for reconciling all CAL invoices against CALMS using CALMS Finance module.
- Follow up invoice variance with respective operations team to ensure CALMS data quality.
- Variance follow up with supplier in case of billing discrepancy to ensure CN/DN received on time.
- Follow up of invoice approvals in accordance with approved DOAG.
- Coordinate with payment team to organize payment run and bank approvals to ensure timely payments.
- Maintaining and archiving Finance data in a systematic manner.
- Preparation of Balance Sheet schedules on monthly / quarterly basis for submitting to Finance Manager.
- Reconcile supplier accounts and review age analysis to minimize back log in making payments.
- Execution of monthly data quality runs to ensure the accuracy of transactions booking.
- Ensure posting of month end accruals based on CALMS data in SAP system.
- Ensure embedded exchange variances are posted in SAP system.
- Costs review and variance analysis to support Finance Manager.
- Share IC balances with partner to ensure IC reconciliation; follow up and resolve if any disagreement.
Alusta / BASWARE IP Module
- Responsible for Basware GL coding of invoices in system as per accounting and reporting requirements.
- Clear all old invoices from Basware invoice backlog by proper coding either error or duplicate etc.
- Ensure all budget holder approvals has been taken before invoice payments.
- CAL Centralization and Regional CAL support
- Support Aviation Finance Manager for CAL centralization project.
- Follow up of CALMS accrual ageing with Operations, Finance team and with shared services.
- Follow up NOK variances report and MAWB without invoices with each country.
- Follow up NOK variance report and accrual ageing with E2E project team.
- Follow up of missing data cost in CALMS with all countries in SSA to ensure the data quality before month end closing.
- Support Aviation Finance Manager for CALMS Finance function training.
- Ensure onboarding of CAL supplier with proper VMD and SCoC to support CAL Centralization project and to support GCAL.
- Support Aviation Finance manager for CALMS data analysis and management reporting.
- Assist Aviation Finance Manager to follow up with countries and KUL SSC for CAL KPIs.
- Accept variances in CALMS based on PMA request from countries upon approval from Finance Manager, Purchased Air Director and CFO MEA Aviation.
Employees expense claims processing and payments
- Responsible to verify the expense claim forms submitted by the Aviation employees against supporting vouchers.
- Responsible to ensure proper approvals in place and to verify reimbursements are complied as per local policies and DP DHL policies.
- Ensure reimbursement of expenses with timely query handling with employees and functions heads; ensure transactions are properly accounted in General Ledger (GL).
- Monitor and review the local expense claim process through Concur system, policies and reimbursement forms, initiate updates to Aviation Finance Manager.
- Admin support to Aviation Finance Manager for Concur system, coordinating with auditors, support team and employees for claim review, approval and user creations.
- Provide training for Concur users as required.
Business Travels and Trainings
- Responsible to verify that all invoices related to Aviation Business Travels and Training related travels are supported with Travel Requisition Form (TRF) approved by the Function heads and SMT as per the Aviation DOAG.
- Responsible to process invoices and ensure timely payments.
- Responsible for proper coding of invoices in Basware/Alusta and to capture the cost in GL as per Cost Centre, Function and each location.
- Responsible for recharge of other entity's costs wherever applicable, and confirm its respective settlements through inter-company settlements.
- Responsible to follow up the travel cancellation bookings with internal travel desk and external travel partner agencies to ensure credit notes and refunds received on a timely manner.
- Support Aviation Finance Manager to provide reports to budget owners on the spend of their respective departments, recommend measures for cost improvements.
Corporate credit card verification and payment processing
- Responsible to verify and ensure that employees submit all Corporate credit card expense claims along with statements and supporting details to Finance.
- Ensure follow up with employees and Credit card providers / banks in case of discrepancies.
- Responsible to record all credit card transactions in GL as per proper Cost centers and functions.
- Ensure timely payments of credit cards vendors as per the statement balances to ensure no additional fines or blockage of card.
- Monitor and review the usage and update Aviation Finance Manager periodically to regulate the limits as per the operational requirement.
Support for Internal Control CRISP/iCON
- Assist Aviation Manager with monthly CRISP assessments by providing documentation and necessary control evidences.
- Coordinate with rest of Finance team to ensure that evidences are available and stored in Aviation Finance Drive in timely manner to meet the assessment timelines.