Doc Supervisor

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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. Validate the Airpas rate master data with actual invoices and Tariffs to ensure accurate postings and action any discrepancies. Create new cost elements as per paper invoice costs break up and ensure expected costs from Airpas will match with supplier invoices. Review and request System Admin to create new charter contract in Airpas when new wet lease operator of Intercon partners added to MEA network Operations. Change invoice status from booking to acquired if any change advised by finance approvers during invoice review / approval process in Alusta. Such change cant be made in Alusta and invoice returned to user for redo the invoice processing with corrections.

SAP (ERP System) Admin Support: Validation Supplier Vendor Master Data is accurate in SAP and matches the VMD provided by the supplier. Request approval from PtP Manager for VMDs created / data changes into SAP. Review supplier bank details are correct and validated by EBP team. Ensuring the allocation of open items are done accurately in SAP to ensure data cleanliness and accuracy. Extract VMD open invoices report from SAP and share with Invoice Processing team for clearance from GL.

EDI Interface (Electronic Data Interchange): Verifying with supplier if Direct EDI interchange can be achieved by transmitting the EDI data through the SFTP servers. Validating Machine Readable PDF from supplier to assess validity for EDI Conversion. Review EDI invoice data on SFTP server shared by suppliers and ensure it has been correctly interfaced with Airpas. Liaise with local IT, Supplier IT contact and Airpas Support team for setting up new EDI suppliers. Do Invoice conversions from EDI to paper invoices when some EDI data info is missing by suppliers. Allocate relevant cost items / breakup on invoice with EDI cost elements shared by suppliers as invoice details. Coordinate with BW project team to ensure the supplier invoice can be onboarded to EDI setup Manage EDI file conversion from BW support and Supplier to ensure invoices are sent to right address for conversion.

Month End Closing Tasks: Review all invoices have been processed from Basware Alusta and posted into SAP. It will help to generate reserves file accurately without missing any unposted invoices. Prepare Month End Accruals data and share data with DOC team and Line manager for review and after final confirmation and approval send file for posting into SAP. Review final posting of monthly accruals into SAP and verify results with Airpas reserves file. Provide comments / remarks for different variance analysis such as Month on Month (MoM) costs variances, ACT vs FCT and BUD variance analysis. Review advance to supplier account and ensure monthly invoices issued by suppliers are being adjusted every month. Review recharge account and ensure all issued invoices have been posted and allocated. Review DOC accrual accounts and ensure all manually generated accruals are based on proper supporting details by business / operations. Review and maintain control over invoices backlogs due duplicate scanning docs, invalid invoice header info in the system. This backlog shouldn't be more than 60 days without processing.

YOUR PROFILE: Minimum 5 Years' experience in managerial or supervisory role in a large organization. Bachelor's Degree majored in Finance and/or Accountant. Proficiency in Software skills like MS Excel and Word, PowerPoint. Accounting Systems Knowledge ERP, Costing Module, interface setup etc. Analysis skills, including the ability to form, analysis & interpret data. Good communication and understanding skills. Ability to effectively explore alternatives so as to reach common results Demonstrating a high level of commitment, energy, resilience and tenacity in doing the job

OUR OFFER: Strong career support in an international environment. Great culture and colleagues. Multifarious benefit programm.

Do you see a personal challenge in these versatile and responsible tasks? Then apply now

We look forward to receiving your application