Function:
Responsible for printing delivery documentation (i.e. invoices, transfer documents) and providing drivers with the necessary documentation required to load and transport product. Interfaces with Terminal and operations personnel to ensure a flawless loading and truck dispatching process. Maintains track of document copies and archives in accordance with document retention guidelines communicated by the Finance department. Originates requests to generate credit notes in case document reversals are required.
Key Responsibilities:
- Interface with Drivers.
- Interacts with Drivers on a daily-basis to ensue necessary load and delivery documentation is available and a flawless loading and truck dispatching process can be achieved. Uses order information provided by Customer Service or available in Terminal systems to administer loading sequence in accordance with existing procedures.
- Printing of Delivery Documents.
- Printing of loading and/or delivery documentation (i.e. invoices, transfer documents) required to satisfactory fulfill the dispatching process. Uses available system applications (i.e. TMS, Navision, etc.) to produce the required documents. In particular, cases might be requested to implement business continuity procedures to generate the required documentation using alternative methods.
- Back office support.
- Keeps updated files and archives containing all the necessary documentation to fulfill control and legal requirements. Originates requests to perform credit notes in cases where document reversal is required.
- Administration of Seals.
- Administers the delivery of seals to drivers, so that they can be used on each truck compartments. Safeguards any existing seal in accordance with control procedures.
- Comply with company requirements and systems relating to SAPS, HSEC & Quality and other company policies.
- Compliance to HSEQ Employee Responsibilities below;
- HSEQ Employee Responsibility Statement
- All employees are responsible for in the first instance for their own safety and to prevent Incidents. It is vital that there is a high regard by all employees on hazard identification and control before the hazard becomes an incident. It is therefore a requirement for all employees, regardless of position in the company to report all injuries and hazards to immediate supervising staff. All employees must know and uphold the Puma Energy International (PEI) Safety
Policy and the Puma Energy PNG HSEQ Policies.
HSE Responsibilities – General Employee
- As part of each employee’s legal and moral responsibility to Puma Energy PNG, you are to support management by:
- Cooperating with the Company to enable compliance with any duty imposed upon them by law.
- Using properly and effectively equipment designed to safeguard his / her well being
- Being aware of factors or situations that may impact upon the quality of the product and service and the environment.
- Following implicitly the Company’s Health, Safety & Environment Policy / Procedures / Work Instructions as communicated in writing or as instructions received orally
- Comply with the Company’s procedures and the relevant legislation regarding the Injury Management process.
- To formally report to their Manager any concern or incident / injury / non-conformance in any aspect of their work and complete the Puma Energy PNG Incident / Non Conformance Report form.
- To formally report to their Manager or supervisor any hazard, practice or condition that will affect safety or production or the community.
- All forms are completed as outlined in the procedures
- Any discrepancies of goods / services received are to be addressed through the Non Conformance procedures
- All products are to be verified at appropriate stages as outlined in procedures and a record maintained.
Requirements:
Experience:
- Bachelor in Business Management, Accounting from Tertiary Institution/Technical College
- At least 1-year previous experience in handling accounting paperwork (i.e. invoices, credit notes, etc.)
Skills:
- Able to use computer applications
- Systems or accounting knowledge an advantage.
- Competencies:
- Excellent verbal and written communication
- Able to prioritize work tasks
- Able to handle high pressure customer facing environment
- Problem solving skills
- Customer Service oriented
- Quick learner
- Proactive and detail-oriented
- Team player
