The Billing Administrator will report to the PPM Senior Finance Analyst, and be responsible for several key issues related to billing and contractual and/or operational-related compliance, as well as invoice dispute tracking, and freight financial analysis. The Billing Administrator will work within the Finance Unit performing invoice audits, tracking bills through the approval & payment process, and preparing, submitting, and collecting freight confirmations. The Billing Administrator will also ensure the timely presentation of completed invoice documentation packets by subcontractors and compliance with SCMS / PPM Operations and donor billing administration requirements.
Specific Responsibilities
Invoice Audit, Processing and Filing:
- Invoice audits of all commodity invoices. Submission to accounting for processing.
- Invoice audits of all technical assistance and operational invoices, including verification of budget availability per project code. Submission to accounting.
Invoice audits of freight, warehousing, and associated invoices against pricing and contractual compliance as per subcontractors Task Orders, pricing agreements, and purchase orders. Audit will include but may not be limited to:
Comparison of invoice to established criteria;
- Processing of approvals;
- Analyze issues identified in specific invoices, and follow up to resolve and conceptualize solutions to avoid these in the future.
- Management of invoices rejected in audit to ensure timely correction and re- submission for payment.
- Monitoring and evaluation of invoice variations against set targets.
- Document management of billing packets as per organizational, contractual, and donor requirements. Ensure all required invoices include proper source documents demonstrating proof of delivery.
- Effective document management of both hard and soft copies of all shipping, warehousing & invoicing files
Invoice Log, Tracking, and Analysis:
- 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 analysis of findings to mutually satisfactory resolution of invoicing issues.
- Analyze, track and report non-compliance for billing process improvement;
- Create and maintain shipment document files.
- Support the project code close-out process, specifically with preparing an analysis and collecting freight confirmations from freight partners.
III. Communication:
- Effective customer service provided to internal and external representatives in all areas of invoice processes.
- Initiate and follow up on resolution towards invoice disputes.
- Routinely coordinate and facilitate invoice status updates with freight partners and Finance unit members.
Other duties:
- Conduct procurement file audits as assigned.
- Conduct quantitative and qualitative analyses and reports as assigned.
- Assist SCMS / PPM Finance Units with any other finance and administrative requests.
- Conduct and/or support any invoice/payment related analysis as it may require.
Qualifications
- Bachelor’s degree preferred with a minimum of two years in billing auditing, administrative, and data analysis 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, intermediate level in Excel required.
- 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 multi- disciplinary 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, non- government and faith-based 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) and Pooled Procurement Mechanism (PPM) project awarded by The Global Fund as part of the great effort of fighting AIDs, Tuberculosis and Malaria. With offices in more than 20 countries and over 800 dedicated staff members around the world, SCMS/PPM is helping to improve the lives of people living with HIV/AIDS in some of the country’s most severely impacted by the pandemic. SCMS/PPM 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. In addition, PFSCM implements other supply chain management projects with other client / donors.
EEO Statement
Management Sciences for Health is an equal opportunity employer offering employment without regard to race, color, religion, gender, sexual orientation, gender identity, age, national origin, citizenship, physical or mental disability, or protected veteran status.
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PPM Finance Analyst
PI92996845
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