DOC Supervisor

29 سبتمبر، 2022

0 6 4 دقائق

DOC Supervisor

الوصف الوظيفي

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:

Day to day responsibilities associated with processing and review of all Wet Lease, Fuel & DOC (Direct Operational Costs) suppliers invoices (multi currencies) in MEA region, ensure all approvals and postings through Basware and thereafter release of their payments. Systems admin support to handle day to day queries (Basware Alusta, Airpas & SAP), testing new features required / launched by each application, provide technical or knowledge based support to DOC team.

YOUR TASKS:

ACMI Invoices for Wet Lease Operators:

Receive all wet lease contracts from Airline SMT and note down the key point summary for invoice reconciliations.
Receive invoices from all wet lease operators and ensure timely payments.
Upload / Scan invoices at Basware cloudscan for invoice processing via Airpas / Alusta.
Review and reconcile Wet Lease invoices block hours summary with Airpas flight records and ensure correct rates are applied as per wet lease contracts.
Review and reconcile invoices related to Crew Perdiems and hotel accommodation are as per agreed rates in wet lease contract.
Invoice query handling by liaising with Airline SMT / wet lease operator for invoice discrepancies and resolve in timely manner to process payments on time payments.
Liaise with Airline SMT for the AOGs due to technical reason and get adjustments for MGH hours as per contract.
Review and raise recharge invoices for all technical failures during the months and any ferry / positioning flights requested by wet lease operators.
Prepare monthly fuel reconciliation for tail swap due to technical issues during the month.

FUEL & DOC Invoices:

Review & process Fuel & DOC suppliers invoices involved in Intercon operations in AP & EU.
Manage prepayment to Airport authorities and reconcile invoices against prepayment balances.
Advance payments to handling agents where they are acting on behalf of DHL Aviation and settling payment to airport authorities for landing & enroute charges.
Monthly reimbursements to handling agents and invoice collection, verification, approval and setoff against advance payments accounts.
Raise dispute Internally / Externally in case of discrepancies in invoices in accordance with GHSA and published tariffs by CAAs.
Review DOC accounts payable SOAs shared by suppliers and conduct regular supplier account reconciliation with the help of invoice processing team.
Liaise with line manager to discuss open invoices in supplier accounts and seek guidance to close open issues as soon as possible.
Ensure supplier queries are answered in timely manner to maintain a good business relationship.
Stay in close contact with suppliers where there are delays particularly FUEL & DOC invoices and follow up for invoices
Action any delays or queries which are business critical to maintain effective Supplier Relation
Coordinate with Invoice Processing Team and Payment Team to ensure payments are processed as per agreed payment terms.
Review that payment advices are shared with suppliers and have confirmations of fund receipts.
Share IC balances with partner to ensure IC reconciliation at each month end. Follow up with IC partners and resolve if any disagreement.
Prepare recharge invoices and share with wet lease operators for confirmation and settlements.
Prepare IC recharge invoices and share details with IC partners for ICE settlements.
Send IC recharge invoices to treasury team for ICE settlements.

System Admin Support:

Basware Alusta (Approval workflow System):
Ensure Invoice are correctly scanned using Alusta Cloudscan in the correct business unit without any error. It means correct supplier account code etc.
Review and confirm all invoices arrived in Alusta “Receiving tab” with accurate invoice header data and correct invoice types assigned as configured in SAP i.e. PO, Non PO and Airpas.
Verify that Airpas Invoices are accurately marked and are available in the waiting for matching tab with accurate workgroups as defined in the supplier configuration.
Verify that invoices that are approved are posted in the SAP system correctly without any error.
Review invoice transfer process and if anything stuck in que then resend all invoices in transfer process. This can happen due to Alusta system updates, schedule maintenance etc.
Communicate all system related issues / errors with System Admin and seek guidance if needed to raise a Basware support tickets accordingly.
Follow up with Basware support team on the tickets issued and seek timely solutions for the team.

Airpas (Fuel & DOC Invoice Reconciliation & Costing Module) Admin Support:

Provide supplier configuration support between Airpas and Alusta to ensure successful interchange of invoice data.
Review and update Airpas rates for aircraft handling where there are yearly renewals in GHSA or any new stations added into network.
Liaise with Airpas team for CMS station rates for landing & parking, night movement when SLAs received from operation team.
Review and apply surcharges / discount cost elements for the stations maintained under CMS setup.
Review BAR data imports into Airpas and liaise with System Admin for flight data modifications. These admin data changes only applicable when BAR data changes cutover in place.