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Administration Manager M/F

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Job detail

Job type: Administration
Job level: Professionals
Where: Dar es Salaam, Tanzania view map

Entity

The Bolloré Group is one of the 500 largest companies in the world, it now holds strong positions in all its activities around three business lines, Transportation and Logistics, Communication, Electricity Storage and solutions.

Bolloré Transport & Logistics is one of the world's leading transportation groups with 36,000 employees spread among 105 countries where it carries out its business activities in ports, freight forwarding, railways and in oil logistics.

Continuously adapting to the changing needs of its customers, Bolloré Logistics has enhanced its know-how to be recognized as a leading supply chain global provider, ranked among the 10 leading global groups in the sector, including the first integrated logistics network in Africa.

Being part of Bolloré Ports means engaging with an international and visionary Group. A Group that constantly embarks on new undertakings. A Group that invests and innovates.

  

Job Responsibilities:

Invoicing management:

Organize, manage and speed-up the invoicing with the COM's and the CSO's.
KPI's = files to be invoiced maximum 1 working day after the loading date.
Dispatch the invoicing statement (matching with the SPOT System) to the different teams before 09.00 (daily basis).
Provide a daily update to the HOD with Number of files invoiced and pending (with the timings) with the related GM.
Control the accuracy of invoices drafts raised by the invoicing agent (according to the rates agreed on the specific quotation), and ensure that all the disbursements have been captured and provisioned in SPOT.
Ensure that all files invoiced are having the file chronology duly updated and printed in the file.
Validate the invoices in SPOT (with the confirmation of the HOD).
Follow-up with HQ to ensure that all invoices are received within 12hrs from the invoice validation.
Organize the reception of the invoices from HQ and ensure that the invoices are dispatched to HQ within 2 working days after invoice reception with all the required attachments.
Provide to the HOD twice a month the invoicing forecasts (volumes+gross margin)
Supplier invoices Management
Control, analyse and sign the supplier invoices as per the Group Procedures.
Ensure that invoices are properly kept in the files, amount provisioned/recovered.
Ensure that invoices are approved (or disputes) within the agreed KPI's.
Follow up the invoicing validation report with HQ
Disbursements control
Control, analyse and sign all cash and cheque payment according to the following rules:
Cash payment must be released after a service or against receipt
Cheque payment must be signed against a receipt
Final validation by the HOD
Submit the cash and cheque payment to the HOD for signature.
Manage the cash payments in USD and ensure that payment receipts are received and charges booked in the file.

BOND:

Ensure the daily control and reporting of the Bond department:
Bond department's report to be sent every day at 17.00
Ensure that the bond section is following up the validation at the various borders within the time frame and take actions when validations are delayed to avoid Customs Risks exposure.

COLOG:

Monitor & minimize the demurrages exposure
Ensure that tracking systems are updated on time with accurate information Bring all supports in resolving issues
Ensure that shipping line statements are analysed and cleared every week by the COLOG sections, to avoid longstanding invoices not recoverable and shipping line services interruptions.

Disputes/Claims:

Collect, analyse and solve all files concerned with the assistance of the HOD.
Staff management
Control the working hours of the personnel (arrival, presence, departure) and take the disciplinary measures if needed in accordance with the HR and HOD.
Be ready to replace the HOD during absence or leave and to report to the HQ.


Required Qualifications:

Degree Holder in Clearing and Forwarding and/or Finance
Certified in MS Office

Required experience:

Five (5) years in C&F related industry in Administration/Finance departments within C&F Company and related industries.
(NB: Fresh graduate with no work experience not accepted)

General information
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Job: Administration Manager M/F
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