Purchase to Pay Manager at DHL

Role Context

The PtP Manager will be responsible for an oversight of the Purchasing and Payment function of Kenya to ensure that they are managed in line with the Corporate policies of DP DHL. To manage the relationship between the DHL Express KE as well as GBS Procurement to ensure vendor selection and purchasing is done in a compliant manner. Sourcing vendors that are out of scope of GBS Procurement. Ensure the purchasing and payment compliance is in line with DPDHL required standards. The overall KE lead for PtP and ensuring ongoing maintenance/management of the Purchase to Payment applications used DHL known as GeT, Bizagi, MUP and Basware as well as all aspects of SAP and banking applications required in the Purchase to Pay process as well as effective and efficient operation of shared service departments supporting KE. Ensuring CRISP compliance related to PtP directly or indirectly via shared services partners. KE lead for procurement projects / initiatives for Kenya and coordinating with GBS team. Accountable for the timeous payments to DHL stakeholders and partners, whilst managing an efficient and effective department.

Responsible to:

• Ensure that contracts are correctly reviewed and approved prior to contracting with 3rd parties
• Manage and co-ordinate the central vendor repository and engage with GBS procurement to identify gaps and close them
• Manage the PtP function with the support of the Shared Service Centre
• Procurement and accounting compliance as applicable to the PtP function
• Ensure timely payments for vendors and statutory obligations

Key responsibilities

Overall

• Responsible for ensuring that all purchasing and payments are done in line with established Corporate Procurement and Purchase to Pay policies
• Enforce purchasing and spending guidelines as determined by DPDHL and regional / local policies
• Provide monthly reporting and analysis on procurement. Also provide reporting to SMT heads as required for their areas

Contract management

• Establishment and oversight of contracting guidelines for vendors within Kenya to improve working capital, EBIT
• Ensure that contracts that are in place with relevant supplier companies are compliant with relevant rules governing supplier contracts
• Establish contract oversight over material contracts within KE

Sourcing

• Responsible for sourcing new suppliers that are defined as out of scope for GBS Procurement and assist with sourcing in scope suppliers where GBS procurement doesn’t have capacity to do so in the required timeframes
• Assist GBS Procurement to facilitate the tender processes along with line management

Vendor management

• Establish and monitor service level agreements with existing preferred suppliers, including ensuring ISO compliance for vendor management, risk management and control
• Ensure that purchases are made with approved vendors wherever possible and that relevant rules are followed in cases where approved vendors are not available

BCA management

• For KE BCA’s and capital projects ensure procurement process adherence.
• Ensure that all BCA purchase orders are placed by the Procurement Buyer only for KE once BCA is approved
• Ensure timeous reconciliation of the BCA costs incurred vs budgeted values. Perform benefit realisation assessment once project is implemented

Statutory filing and payment

• Ensure statutory compliance, establishment of relevant processes and practices to ensure timely filing and payment as required by statutory laws of the country

Vendor Data Management

• Ensure that all vendors’ information and related supporting documents are kept up to date and maintained. (VMD)

Other

• Assist with the maintenance and management of GeT, Bizagi, MUP, Basware Alusta and similar systems. Support users through training or coaching for the accurate, efficient and effective use of these applications
• Responsibility to act as reference person and to coordinate PtP compliance matters in country
• Perform activities in line with country good governance, compliance, DPDHL Global SOP’s/local specific policies
• Accountability for monitoring and supporting core compliance processes for vendors and management of them, e.g. compliance risk assessments, policy management, business partner / supplier screening, and reporting
• Monitor internal PtP compliance matters and report incidents
• Ensure that all vendors’ information and related supporting documents are kept up to date and maintained (including annual renewed certificates)
• Managing all retention as aspects of procurement and PtP as required for legal compliance and audit purposes.
• Provide support during the external audit process
• Oversight and design of PtP CRISP controls. Enforcement of localised PtP controls
• Perform balance sheet control account reconciliations and reviewing reconciliations prepared by subordinates on a monthly basis. Ensure all reconciling items to be cleared timeously
• Review and approve all payment proposals
• Review existing reports and enhance reporting in terms of continuous improvement and to support transparency and management of PtP
• Administer the overall management of the PtP system, including PtP system user management and control
• Review the creditors’ reconciliations on a monthly basis to ensure that there are no long outstanding items. Ensure reconciling items are resolved timeously
• Ensure Customer Refunds comply with established processes and ensure timeously & accurate payments as per SLA with CS Dept
• Manage and oversee credit card process including new user bank applications and deactivations, addressing non-compliance and review of monthly spend
• Ensure Petty Cash reimbursements are correctly reconciled, processed, supported and timeously paid
• Oversee the travel management process and monitor spend
• Manage the key performance areas of subordinates, ensuring that the required information / reports are timeous, accurate and complete and that the PtP department runs smoothly
• Develop a high performance team through motivating, coaching, cross training and development
• Conducting performance appraisals; Identify and implement training needs
• Ensure tasks performed by subordinates are performed with accuracy, efficiency, effectively and on timeous basis
• Prioritization of different projects to maximize overall performance against regional and country targets and objectives
• Input in the development and deployment of country service and cost improvement programmes a
  nd projects
• Identify process delays / performance failures, identify root causes and work with supervisor to define corrective actions. Monitor implementation from start to end to ensure resolution
• Drive implementation of systems/tools to automate and improve resource utilization, efficiency, controls and compliance
• Develop creative / innovative solutions to ongoing business challenges to deliver cost efficiencies and service quality improvements
• Manage / drive key tactical projects / initiatives as directed by Management Accountant and CFO
• Prepare/update documentation for respective area: SOP's, job aids, process flows
• Save and archive documentation in orderly manner in line with retention policy
• Ensure all approvals are obtained as per DOAG and stored in the shared drive
• Keep line manager up to date on progress and issues
• Identify areas of risk and issues. Escalate to appropriate channel when necessary to avoid delays and ensure issues are resolved
• Ensure timely responses to internal and external customers

Desired Skills and Experience

Education & Experience

• CPA Qualification
• Post matric qualification in Finance or Procurement, preferably a Bachelor’s Degree or equivalent
• 5+ years Management Experience
• Proven track record in Procurement Management, Accounts Payable, Management Accounting at management level
• Proven track record in Project Management
• Experience in using SAP
• Experience in using electronic using purchasing and procurement tools
• Excellent analytical skills, high degree of numeric ability to analyse large amounts of data
• Excellent knowledge of DHL and the express industry
• Excellent understanding of all processes and a thorough understanding of interface with other activities/functions