Procurement Administrative Officer (for Philippine Residents Only)

PURPOSE

1. Procurement Administrative Officer 1 contributes to the procurement to pay process efficiency by troubleshooting rejected invoices and monitoring key procurement referential data.
2. Contributes to institutional reporting and dashboards by supporting colleagues in delivering, revising, and optimizing reports.

RELATIONSHIPS

• Internally, interacts with Purchasers in Headquarters & Logistics Support Centres, Account Payable team in Headquarters and MSSC
• Externally, interacts with suppliers.

ACCOUNTABILITIES AND RESPONSIBILITIES

• Check and analyze rejected PO invoices during the voucher match/payment process and implement corrective action
• Coordinate correction of amount discrepancies with Purchasers and Finance staff
• Amend Purchase Orders (PO) in the system when required
• Initial validation and providing accounting entries for invoices that requires further validation in the paperless system
• Follow-up on goods/services received without payment
• Follow-up on invoices received while reception of good/services is still pending
• Monitor prepayment requests, keep track of related delivery status and requests final invoices from the purchaser
• Participate in the monthly purchase-payment reconciliation meetings
• Monitor key procurement referential/transactions data and implement corrective action when required
• Manage emails in the teambox
• Create or update Procurement referential data

SELECTION REQUIREMENTS

• University degree in Business Administration, Accounting, Logistics, IT or in a similar field
• Minimum 2 years’ experience in account payable/procurement process in a large organization.
• Experience with the procurement or account payable module of any Enterprise Resource Planning system.
• Proficiency in ICRC invoice payment process flow
• Knowledge in ICRC procurement process and related JDE module
• Good command of written and spoken English; knowledge of French is an advantage.
• Proficiency in MS Excel is a must
• Experience with Business Intelligence software, Tableau, SQL is an advantage
• Rigorous & trustworthy
• Strong decision-making skills
• Great attention to detail and exceptional customer service orientation
• Team player and collaborative

WHAT WE OFFER

• Diverse and humanitarian-minded workforce
• An opportunity to contribute to institutional efforts to protect and assist conflict victims worldwide
• Training opportunities
• Flexible work schedule