Job Description

The position will play a key role in maintaining master vendor data, work order creation, and ensuring standardization and compliance in the P2P lifecycle. It will act as the anchor role for vendor onboarding, validation, risk checks, WO creation and approval workflow support along with ensuring financial integrity and audit readiness and will be key to ensure the timely execution downstream activities in the P2P processes such as actual delivery of work, invoice processing, and timely payment to vendors. Additionally, the role in maintaining the single source of truth of vendor data and ensuring visibility of cost in advance to improve the transparency and speedy decision making.

Owning and Maintaining Vendor Master Data

• Create a new vendor, carry onboard documentation, finalize agreement, finalize compliance checks in collaboration with the compliance teams
• Check and validate the vendor details, documentation, carry vendor due diligence and create vendor in the system such as FIS and SAP
• Update the vendor details, agreement clauses, contract durations in the system on need basis
• Communicate and block / retire vendor based on the request from the team and based on the predefined criteria
• Maintain the approval levels within the system for the approvals, approval limits basis the cost and severity of the work order, in line with the organizational policies
• Perform vendor due diligence and risk assessment basis the vendor details and documentation received before onboarding the vendor
• Perform the periodic vendor data hygiene reviews and reporting in line with the company policies and local regulations
• Maintain and update the rates in TRACO (Transport Cost Maintenance), and TRACO4MT (for empty containers), keeping the headquarters and regional teams in loop
• Maintain and update the routes in the FIS, create new locations and routes basis the requirement

Work Order Creation and Management

• Create a work order in the system basis the requisition received from the operations team for various activities across region
• Update / edit and issue additional work order basis changes in the requisitions in line with the company policy
• Submit the work orders to suppliers in line with the agreed service levels; follow up with the vendor in case of any discrepancies.
• Maintain record of issued work orders in the system, track exceptions, rejections, escalations and turnaround SLA for the work order processing

Stakeholder Management and Execution Support

• Collaborate with the procurement team to keep updated with the new vendor developments, termination of existing vendors or changes in any vendor details
• Be a single point of contact for all the vendor and work order related queries across the region
• Closely work with the operations team for work order creation, work order approvals and timely delivery of work orders to the vendors
• Assist in analyzing disputes and help invoice processing and operations team follow up with vendors for dispute recovery across the dispute cycle
• Work with different teams to achieve team productivity in line with the target metrics such as turnaround time for multiple activities such as query handling, work order creation, updating and maintaining data along with accuracy, and recovery of dispute amounts.

Manage Compliance & Internal Controls

• Ensure compliance with all the work order creations and data management with the company, local and regional regulations
• Keep updated with the latest happenings and communication from the company headquarters to update the process and manage controls
• Identify any non-compliance processes and disputes, resolve them in collaboration with the compliance and operational teams
• Escalate the structural or process related issues to the process lead and cost control manager in timely manner basis the need
• Draft / Maintain the SOPs for standard processes within the team – add / remove / maintain and implement the SOPs

Firm Building and Team Development

• Support onboarding and mentor new employees within the firm and process to help them ramp-up
• Be active in taking additional responsibilities beyond the defined work to help integrate the process and improve it everyday
• Assist in adoption of new tools, compliance frameworks and automation activities to improve the efficiency and effectiveness of the process
• Actively support and lead the initiatives to automate the manual tasks to improve the productivity and accuracy of the teamwork
• Be the change agent for the existing process, take lead in transferring the learnings from the P2P process across the other regions within Hapag Lloyd globally.
• Bachelor’s degree in business, finance, economics, commerce or engineering.
• 2-4 years of experience in vendor management, work order creations or accounts payable activities
• Exposure to shipping and logistics is preferred
• Familiarity with ERP tools (SAP / FIS / TRACO) is preferred