Role Purpose:
This role is responsible of maintaining all daily invoice reconciliation reports and ensuring that any discrepancies between vendor invoices and Insight Purchase Orders are resolved within agreed SLA’s. This position is also accountable for providing superior internal and external customer service through the efficient processing of all Purchase Orders (software and hardware), ensuring that they are placed with distributors and vendors within the required SLA’s.
Principle Accountabilities & Responsibilities:
Operations
- Obtain technical hardware/software certifications as required
- Provide superior internal and external customer service through the efficient processing and allocation of tickets within the Operations and Data Management Team
- Daily follow up of all open tickets to ensure they are being responded to and successfully closed within agreed SLA’s
- Provide part/contract/assortment set up and maintenance via Hybris system – Data Management
- Upload and maintain price lists
- Respond to order queries within the agreed SLA’s
- Purchasing of all hardware and software products and programs for countries, vendors and programs as assigned by management in a timely and accurate manner
- Create and lodge Microsoft contracts for the programs assigned to the Order Management Team – if required
- Daily follow up of all open/back orders
- Pro-actively work with vendors and distributors daily to ensure that all ETA’s for open orders are updated and accurate
- Work with distributors to source stock for open orders at the most cost-effective prices, and from sources that have stock available in line with client expectations
- Action Goods Receipt (GR) of supplier invoices daily and in line with agreed SLA’s – including obtaining POD’s and License Confirmations
- Seek return approvals as required
- Resolve all invoice queries as required
- Source vendors for new products, and assist in the monitoring of existing vendors
- Resolve all conflicts, discrepancies, and Vendor queries on an immediate basis, and provide guidance on alternative product and solutions
- Conduct vendor price comparisons as assigned
- Process Improvement - work with team leader and Procurement Manager to review and refine current processes to deliver more efficient outcomes
- Assist with the documentation of operational processes in direct relation to procurement
- Other duties as assigned by management
Reconciliation
- Ensure that any vendor invoices with discrepancies against Insight Purchase Orders are reconciled and Invoice Receipted within agreed SLA’s
- Update and maintain all daily reconciliation reports
- Reconcile recurring billing reports
- Record and analyse discrepancies to determine root causes
- Recommend and implement corrective actions
- Provide status updates on open invoices daily
- Other duties as assigned by management
- The above list is not exhaustive and you may be asked to undertake reasonable additional duties/projects by the Department Manager
Key Skills, Knowledge and Experience:
- 12 months purchasing experience preferred
- Hardware and Software Licensing experienced preferred
- Detailed SAP knowledge and experience preferred
- Knowledge of cost accounting preferred
- Minimum Intermediate knowledge of Excel and Word, Basic knowledge of MS Access, and be competent with all other office applications (i.e Outlook) required
- Strong attention to detail with strong problem solving and analytical skills required
- Strong written and verbal communication skills required
- Capacity to work offset hours as agreed with the Procurement Manager to provide overflow coverage is required
CORE COMPETENCIES
INDIVIDUAL CONTRIBUTOR
BUSINESS ACCUMEN
Knowledge of how businesses work current and possible future policies, practices, trends, and information affecting business and organization. Understanding of the competition and awareness of how strategies and tactics work in the marketplace.
The ability to pick up on technical things quickly, learn new skills and knowledge, including learning new industry, company, product, or technical knowledge.
- Articulates Insight’s value proposition and effectively outlines the capabilities of Insight as an IT solutions provider
- Knowledgeable about current practices, policies and trends that may affect his/her work
- Has the functional/technical competence to satisfactorily perform his/her current role
- Generally knowledgeable about Insight’s competitors
DECISION MAKING
The ability to make timely, sound decisions based upon a mixture of analysis, experience, and judgment; the use of rigorous logic and methods to solve difficult problems with effective solutions.
The capability to utilize concepts and complexity comfortably; learn new concepts quickly; analyse both successes and failures for clues to improvement; experiment and find solutions, quickly grasp the essence and the underlying structure of a matter.
- Uses analysis, experience, and judgment to make decisions
- Supports recommended solutions using sound analysis
- Probes using logic and a variety of reputable sources for information
ORGANIZATION
The ability to accurately scope out length and difficulty of tasks and projects, set objectives, develop project plans, anticipate, and adjust for problems and roadblocks; effectively leverage resources (people, funding, material, support) to get things done, orchestrate multiple activities at once to accomplish a goal, use resources effectively and efficiently.
Effective management of one’s own and others’ time to concentrate efforts on the more important priorities and attend to a broad range of activities.
- Scopes the duration and difficulty of tasks to accomplish work within the required timeframes
- Develops project plans and establishes timeframes to meet commitments
- Effectively prioritizes work to ensure business critical assignments are accomplished first
- Schedules and plans work effectively so not to cause additional or unnecessary work for peers
OPERATIONAL EXCELLENCE
The skill of utilizing processes to get things done; organizing people and activities, separating and combining tasks into efficient workflow, effective measurement of results, simplification of complex processes to get more with fewer resources.
Knowledge of how to design and measure work processes to reduce variances in organization processes, delivering the highest quality products and services; commitment to continuous improvement.
- Recognizes and proposes opportunities for achieving greater efficiencies in one’s job and area of responsibility
- Adheres to company required processes and procedures
- Uses appropriate tools to measure one’s own productivity and effectiveness
RELATIONSHIP BUILDING
Relating well to all kinds of people, up, down, and sideways, inside and outside the organization. Building appropriate rapport and constructive, effective relationships.
Use of diplomacy and tact.
The ability to find common ground and solve problems for the good of all while representing one’s own interests.
- Displays poise and diplomacy when dealing with conflict
- Is coachable and accepts constructive feedback well
- Gives constructive feedback directly and through the appropriate channels
STRATEGIC THINKING
The ability to align or develop strategies to achieve competitive advantage; translate broad strategies into specific objectives and actions plans.
- Articulates the organization’s vision, goals, and strategic imperatives
- Understands how one’s role aligns to the overall strategy of the business
TEAM DEVELOPMENT
The skill to hire the best people available from inside or outside the organization; selects strong people and assembles talented teams.
- Works to acclimate new teammates
- Supports peers in achieving higher levels of performance by sharing resources, expertise, and experience
EFFECTIVE COMMUNICATION
The ability to present in a variety of settings including one-on-one, small and large groups across a variety of audiences including peers, direct reports, clients and leaders, as applicable.
The ability to write or speak clearly and succinctly in a variety of communication settings and styles, getting messages across with the desired effect; provide information people need to make accurate decisions; to know how to do their jobs; and feel good about being a member of the team and organization.
- Demonstrates the ability to converse and engage internal/ external clients in writing and via telephone
- Able to write business appropriate correspondence
- Displays poise, diplomacy, and respect in communications
- Adopts appropriate communication style based on the audience
RESULTS ORIENTATION
The pursuit of everything with energy, drive, and a need to finish, seldom giving up before finishing, especially in the face of resistance or setbacks.
Drive toward the accomplishment of a goal; working steadfastly and respectfully to push self and others for results.
- Meets deadlines and commitments
- Takes initiative to acquire needed information to adopt changes
- Uses resources (time, knowledge, skills) to achieve deliverables and review own performance against agreed upon objectives
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