Job Description

This role is a part of the Global cost control and purchase to pay process (P2P) function supporting Hapag Lloyd’s Middle East region. As an analyst working on the function, you will play a key role in maintaining master vendor data, work order creation, and ensuring standardization and compliance in the P2P lifecycle. You 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. Your role 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, you will play a key 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. The role requires strong process discipline, adherence to global policy frameworks, data accuracy, ability to work in collaboration with area and region operations, finance, OPSS teams, QSC colleagues, global GCC center, third party vendors as well as on ground teams working across the region middle east. You report to Team Lead of Master Data Maintenance and WO Creation Team. This is a full-time role is based out of Hapag Lloyd QSC India office in Andheri, Mumbai.

Key Responsibilities

1. Owning and Maintaining Vendor Master Data

• Create and onboard new vendors, including collection of onboarding documentation, agreement finalization, and compliance checks in coordination with compliance teams.
• Validate vendor details and documentation, conduct vendor due diligence, and create vendor profiles in systems such as FIS and SAP.
• Update vendor information, agreement clauses, and contract durations in the system as required.
• Communicate and block/retire vendors based on team requests and predefined criteria.
• Maintain approval hierarchies and approval limits in line with organizational policies, based on cost and work order severity.
• Perform vendor due diligence and risk assessments before vendor onboarding.
• Conduct periodic vendor data hygiene reviews and reporting in compliance with company policies and local regulations.
• Maintain and update rates in TRACO (Transport Cost Maintenance) and TRACO4MT (for empty containers), while coordinating with headquarters and regional teams.
• Maintain and update routes in FIS, including creation of new locations and routes as per business requirements.

2. Work Order Creation and Management

• Create work orders in the system based on requisitions received from the operations team for various regional activities.
• Update, edit, and issue additional work orders based on requisition changes in line with company policies.
• Submit work orders to suppliers within agreed service levels and follow up on discrepancies with vendors.
• Maintain records of issued work orders, while tracking exceptions, rejections, escalations, and turnaround SLAs for processing.

3. Stakeholder Management and Execution Support

• Collaborate with procurement teams regarding new vendor onboarding, vendor terminations, and updates to vendor information.
• Act as the single point of contact for vendor and work order related queries across the region.
• Work closely with operations teams for work order creation, approvals, and timely delivery to vendors.
• Assist in dispute analysis and support invoice processing and operations teams in vendor dispute recovery activities.
• Coordinate with cross-functional teams to achieve productivity targets related to turnaround time, query handling, work order management, data accuracy, and dispute recovery.

4. Manage Compliance & Internal Controls

• Ensure compliance in work order creation and data management with company, local, and regional regulations.
• Stay updated on communications and process changes from company headquarters to maintain process controls.
• Identify and resolve non-compliance issues and disputes in collaboration with compliance and operational teams.
• Escalate structural or process-related issues to the process lead and cost control manager in a timely manner.
• Draft, maintain, and implement SOPs for standard team processes.

5. Firm Building and Team Development

• Support onboarding and mentor new employees to help them ramp up effectively.
• Take initiative in additional responsibilities to improve and integrate processes continuously.
• Assist in adoption of new tools, compliance frameworks, and automation initiatives to improve efficiency and effectiveness.
• Support and lead automation initiatives to reduce manual tasks and enhance productivity and accuracy.
• Act as a change agent by driving process improvements and transferring P2P process learnings across Hapag-Lloyd regions globally.

• Bachelor’s degree in Business, Finance, Economics, Commerce, or Engineering.
• 2–4 years of experience in vendor management, work order creation, or accounts payable activities.
• Exposure to shipping and logistics industry is preferred.
• Familiarity with ERP tools such as SAP, FIS, and TRACO is preferred.

Key Competencies

• Strong accuracy and attention to detail.
• Effective communication and collaboration with cross-functional teams.
• High energy levels, empathy, and a proactive “can-do” attitude.
• Ability to learn, adapt, and take accountability for assigned activities.
• Structured, self-driven, and flexible in managing workload based on business needs.
• Passion for continuous improvement and process enhancement.