Procurement Support Officer

Purchasing, Procurement & Inventory (Manufacturing, Transport & Logistics)

Full time

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Wilhelmsen Ship Management is one of the world’s largest third-party ship managers originated from Oslo, Norway with over 20,000 employees including our seafarers with a portfolio of more than 450 vessels and counting. Our employees are working with a comprehensive global maritime group providing over half of the merchant fleet with essential products and services, along with supplying crew and technical management to the largest and most complex vessels ever to sail. 

We are currently looking for a  Procurement Support Officer  to join our team. We offer a culture and vibrant work environment of strong leadership, collaborative, career development, work-life balance and a job that is both challenging and stimulating. All team members are empowered with the freedom to influence each other as long it complies with our Company’s values and vision. 

This position will be located at Kuala Lumpur Sentral (Menara 1 Sentral) and it is easy to get to by public transportation as it is located at the heart of Kuala Lumpur. Our organization thrives by using modern tools and is eager to utilize the business opportunities that comes with new digital tools and skills.

Main responsibilities and tasks

• Ensure all incoming invoices via electronic mailbox are scanned and essential details are captured correctly prior registration in Eyeshare.
• Ensure all hardcopies are refrained from registration and send email informing the vendor to submit invoices via email only.
• Ensure all invoices received are compliance to WSM PO/Invoice standard.
• Ensure all invoices received are registered into Eyeshare within agreed timeframe from date of receipt – 2 working days.
• Ensure all invoices are registered with correct vendor, amount & currency.
• Ensure bank details stated on the invoices are checked/verified against bank details registered in system before invoice is registered.
• Ensure all invoices are paid in accordance with the required payment terms.
• Ensure that the daily batch of approved AP’s list are retrieved & transferred to treasury for payment processing.
• Ensure that the credit note of closed PO/invoice and/or non-compliance credit notes are returned to vendor for refund directly without processing.
• Send reminders to Vessel Managers and or PIC for all outstanding unpaid invoices.
• Coordinate and answer all invoice related inquiries from internal and external stakeholders.
• Liaise with other management centres, Procurement officers, WVA Treasury and vendors with regards to invoice receive from suppliers.
• Statement of accounts and payment queries
• Other duties as assigned.

Accountabilities

• The position will be measured against timely registration of invoices received as per agreed guideline and working procedure.
• The position is also measure on accuracy of the invoices registered in system.
• The position will be measured on achievement of Invoice Turnaround time against KPI set.
• The position will be measured on the response time on attending internal and external queries.

Qualifications

• 0 - 1 years of experience in commerce, business administration, accounting and/or finance.
• Bachelor's Degree and Diploma qualified preferably
• Fair command of English.

Your application will include the following questions:

What's your expected monthly basic salary?

Wilhelmsen Ship Management, a Wilhelmsen group company, is one of the world’s largest third-party ship manager with a portfolio of more than 450 vessels and 9 200 active seafarers. Wilhelmsen Ship Management provides technical and crew management services for various vessel segments; LNG/LPG, Ro-Ro and PCC/PCTC vessels, FPSO/FSO, Container, Cruise, Bulk, Seismic and Offshore.

Wilhelmsen Ship Management manages from five offices worldwide and has a crewing network of 18 manning offices in 12 countries. Other key services include dry docking services, lay-up services, new building supervision, and Inventory of Hazardous Materials (IHM).

Wilhelmsen Ship Management, a Wilhelmsen group company, is one of the world’s largest third-party ship manager with a portfolio of more than 450 vessels and 9 200 active seafarers. Wilhelmsen Ship Management provides technical and crew management services for various vessel segments; LNG/LPG, Ro-Ro and PCC/PCTC vessels, FPSO/FSO, Container, Cruise, Bulk, Seismic and Offshore.

Wilhelmsen Ship Management manages from five offices worldwide and has a crewing network of 18 manning offices in 12 countries. Other key services include dry docking services, lay-up services, new building supervision, and Inventory of Hazardous Materials (IHM).

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