To co-ordinate the essential cost elements for the Project for the preparation of sales invoices and processing of vendors invoices.
Preparation of sales invoices.
Processing of vendors invoices.
Assist DHL Project team on issues / initiatives.
Reports to Contract Manager with dotted line to DHL Project Manager Azerbaijan
Overall goals / Typical measures
Responsibilities and Objectives To facilitate the Cycle of Continuous Improvement by consistent and relevant application and compliance to the “Ten Guiding Principles” as detailed in the Company HSE Policy.
Actively involved in File management and monitoring of creation of files in 1C
Close co-operation with Operations team
Co-ordinating with project operators to obtain necessary invoices from Service Providers
Ensuring all costs are included in the file
To ensure that all documentation required supporting invoicing to clients are collated in accordance with client procedures
Prepares Invoices for services provided
Prepares Authorisation forms and/or any other procedures required by customer
To approve cost invoices to accounts after approval by operator
To approve sales invoices to accounts
Submission of invoices to customer
Timely and accurate reconciliation of the deposit account for customs payments, timely raise issues as per procedures
Timely and accurate reconciliation of the card account for customs payments, timely raise issues as per procedures
Management/co-ordination of approvals for invoice with customer Finance Administrator
Maintenance of administration procedures in a collaborative approach
Keep Contracts Manager informed of status of cost elements and administration procedural status
Updating MMS/1C system as required
Exception reporting and close out
KPI preparation and validation of data as required
Monthly reporting as per procedures
Ad-hoc reporting as/when required
People - Management
Strong interpersonal skills
Strong team builder
Skills / Qualifications – work with the high performance service culture within the established team
Ability to implement and develop new ideas and procedures
Accuracy and attention to details
Tactful & Persuasive
Ability to summarise issues and provide clarity in writing on how to resolve.
Excellent organizational and time management skills.
A working knowledge of quality management systems.
Good written and spoken communication skills.
Very good command of English, Azeri and Russian.
Pragmatic and process driven with a focus on deadlines whilst delivering results to a safe & high quality standard.
A calm and professional manner.
Strong team player
Excellent computer and administration skills.
A flexible and adaptable approach to work.
Tact and discretion, for dealing with confidential information.