The Billing Administrator will report to the SCMS Budget Officer or PPM Finance Analyst, and be responsible for several key issues related to billing and contractual and/or operational-related compliance. The Billing Administrator will work within the respective Finance Unit to ensure:
- Timely presentation of completed invoice documentation packets by subcontractors and compliance with SCMS / PPM Operations and donor billing administration requirements;
- Invoice audits against pricing and contractual compliance as per subcontractors Task Orders, pricing agreements, and purchase orders;
- Monitoring and evaluation of invoice variations against set targets;
- Tracking bills through the approval & payment process;
- Track and report non-compliance for billing process improvement;
- Effective document management of both hard and soft copies of all shipping, warehousing & invoicing files;
- Effective customer service provided to internal and external representatives in all areas of invoice processes;
- Support collecting freight confirmations as part of the commodities project code close-out process.
Specific Responsibilities:
- Perform invoice audits of all commodity and freight invoices.
- Process non commodity non freight invoices as required.
- Invoice audits of freight, warehousing, and associated invoices and document management of billing packets as per organizational and donor requirements. Audit will include but may not be limited to:
- Comparison of invoice to established criteria.
- Processing of approvals.
- Management of invoices rejected in audit to ensure timely correction and resubmission for payment.
- Log all Freight & Logistics invoices in the invoice tracking module and monitor their progress through the approval and payment process.
- Ensure timely tender and issue resolution for freight and warehouse invoicing / billing packets. Initiate and lead research to mutually satisfactory resolution of invoicing issues.
- Create and maintain shipment document files.
- Ensure all required invoices include proper source documents demonstrating proof of delivery.
- Prepare, submit and collect freight confirmations.
- Conduct procurement file audits as assigned.
- Conduct quantitative and qualitative analyses and reports as assigned.
- Assist SCMS / PPM Finance Units with any other administrative requests.
- Conduct and/or support any invoice/payment related analysis as it may require.
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Qualifications:** - Bachelor’s Degree preferred.
- Two years minimum similar billing auditing or administrative experience, preferably in the procurement and/or transportation industry (freight forwarding, supply chain management, etc.).
- Good to excellent computer skills – demonstrated proficiency in MS Office, especially Excel.
- Ability to quickly learn and effectively utilize proprietary business systems, multi-tasking, work under highly fast-paced and pressured business environment and deadlines focused.
- Excellent written and oral communications and analytical skills.
- Demonstrated ability working as part of a team, as well as independently, and with multidisciplinary associates of all levels.
- Demonstrated ability to complete both daily task and longer term assignments successfully and on time.
- English fluency required including speaking, writing, understanding, and reading with the ability to conduct business in English.
- Must be authorized to work in the United States of America.
Background Information
The Partnership for Supply Chain Management (PFSCM) brings together 13 private sector and non-government organizations that are among the most trusted names in supply chain management and international public health and development in the world. PFSCM has been recognized internationally for its work to save lives through stronger public health supply chains; in 2010 the partnership won two supply chain distinction awards from the European Supply Chain and Logistics Summit and was a finalist in the 2012 Supply Chain Innovation Award Competition sponsored by the Council of Supply Chain Management Professionals (CSCMP) and SupplyChainBrain.
PFSCM is implementing the Supply Chain Management System (SCMS) contract for USAID as
part of the President’s Emergency Plan for AIDS Relief (PEPFAR). With offices in more than
20 countries and over 800 dedicated staff members around the world, SCMS is helping to
improve the lives of people living with HIV/AIDS in some of the countries most severely
impacted by the pandemic. SCMS procures essential medicines and supplies at affordable prices; helps strengthen and build cost-effective, reliable, secure and sustainable supply chain systems; and fosters coordination of key stakeholders.
The Global Fund to Fight AIDS, Tuberculosis and Malaria is a major financing institution in the fight against these diseases in 140 countries. The Global Fund selected PFSCM to be its primary Procurement Agent for Global Fund principal recipients, under its Pooled Procurement Mechanism aimed at ensuring a cost-effective and efficient procurement process that meets all the Global Fund standards for a Procurement Agent. This service provides support to countries to resolve procurement bottlenecks and supply chain management challenges and facilitate timely access to pharmaceuticals and other health products.
In addition, PFSCM implements other supply chain management projects with other
client/donors.
Notes
Qualified candidates please submit resumes and cover letters COB April 14th, 2015.
EEO Statement
Management Sciences for Health is an equal opportunity employer offering employment without regard to race, color, religion, sex, sexual orientation, age, national origin, citizenship, physical or mental handicap, or status as a disabled or Vietnam Era veteran of the U.S. Armed Forces.
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