Operator, Operations Documentation, Records Management And Administration M/F at AGL- Africa Global Logistics

Mission Description

• Responsible for processing the opening of customer and supplier accounts in the approved company system
• Support the Superuser function as the systems alternative super user – SPOT, EDOC, SARISSA.
• Processing system update in COMONE and related CRM systems
• Management of ANT files in the TMS (SPOT and any other related system)
• File opening procedures
• File printing procedures (Physical file print outs and files creation and maintenance)
• File updating procedures (all approved steps, inputs e.g. vessel updates)
• File tracking procedures (tracking that all steps are properly updated)
• Check for compliance of file management to company procedures.
• Ensure all files are handled with utmost confidentiality and compliance with statutory requirements and company policy

Invoices management

• Creation of the invoicing drafts and supporting of the invoicing inputs in the system.
• ANT customer invoices management. Printing, attachments and systematic dispatching as per SARISSA system and customer specific procedures.
• ANT supplier invoices management. Processing the retrieval, workflow processing as per company policy.
• Operationally responsible for all archiving functions at ANT – Physical archiving (on and offsite) as well as online archiving (EDOC).
• Physical archiving of all ANT files in coordination with all file operators/supervisors.
• Online archiving of all ANT files in the online archive /record systems EDOC /
• SARISSA in coordination with all file operators /supervisors.
• Support the supervisor to oversee the administrative requirements of the ANT facilities and staff and to ensure operations as per company business requirements.
• Oversee the ordering and distribution of office supplies.
• Oversee and coordinate with relevant service providers daily maintenance (IT, access, security, cleaning schedules).
• Co-ordinate general approved activities (travel/ taxi/ petty cash…) for the ANT team.
• Keep Management updated on staff / facility requirements to enable normal company operations.

Profile

• Diploma in Business management
• 3 years' Experience in finance and financial systems.