Supply Assistant - Exports at Vivo Energy

Job Purpose:

• To plan and cost effectively manage all supply and distribution logistics for Lubricant Exports & Fuels for VE Uganda/Rwanda
• Managing company payables/receivables with Product Suppliers or Service Providers to avoid exposure to penalties, operations and reputation
• Ensure timely collection of outstanding amounts ensuring healthy working capital and cashflow position for the business
• Keeping accurate and up to date Statements from all suppliers
• To Implement the Transfer pricing policy for VEK.
• Collaborating with other departments, such as finance, to ensure an accurate invoice payment report.

Principal Accountabilities:

Co-ordinate supply logistics

• Co-ordinate and manage supply logistics for Vivo Energy Uganda Private imports (HFO, VP & AVGAS)
• Co-ordinate and support in management the transit aspects of C&F contract.
• Account for product transfers (loadings and deliveries at respective VEK Depots /Customer locations).
• Co-ordinate imports with Vivo Energy Kenya as per their requirements to benefit from freight economics and resolve any supply, quality, payment issues.

Manage G/L with respect to Vivo Uganda transactions in SAP VEK and SVLK environments respectively

• Manage VEU/VER Accounts Receivable transactions in VEK environment
• Ensure timely collection of payments from VEU/VER to both VEK
• Manage intercompany accounts reporting monthly

Product pricing, stock reconciliations and bond management

• Support stock controller on stocks reconciliations for third parties.
• Ensure transfer price buildup is forwarded to Commercial department of Vivo Energy Kenya in a timely manner.
• Ensure accurate pricing of products and support monthly industry price build up.
• Timely collection of payments from Vivo Uganda/Rwanda to Supplier for settlement of invoices/ Debit Notes
• Ensure all direct Customer receipt losses are tracked and advised for invoicing.
• Manage payment to and regularly reconcile accounts with Suppliers.
• Manage transit intercompany stocks.
• Manage overseas / external Customer deals and re-export accounts.
• Support management of transit bonds and border operations.

Tracking and Management of stocks and payments

• Daily tracking of stocks and ensure prompt reconciliation on monthly basis.
• Manage accounts with external Customers and re-exports, including invoicing and collections.

Nemo additive & Test Kit Management

• Nemo additives stocks forecasting, Ordering and imports coordination.
• Daily monitoring and distribution of Nemo additive stocks in all the depots (Msat, Nrbt & Western).
• Timely placement of replenishment stock orders ensuring no stock out of any Additive
• Manage procurement and distribution of LFD Test Kits

Demurrage Management

• Monitor, compute, and manage demurrage estimates on a weekly basis, attending industry demurrage meetings for verification and validation of costs.
• Process and settle demurrage invoices for costs incurred, ensuring accurate and timely payments to avoid additional charges.
• Circulate demurrage reports and invoices to relevant stakeholders for review and approval, maintaining clear and accurate invoicing for prompt settlement

Payment Schedule and tracking

• Update and circulate a payment schedule to finance daily, ensuring accurate and timely processing of payments.
• Promptly resolve any disputes or discrepancies related to demurrage and other charges, initiating discussions and providing essential documents for verification and settlement.

Key Challenges:

Key challenges associated with the principal accountabilities include:

• Ensuring a consistent supply of high-quality fuel to meet growing business demands in a competitive and supply-constrained market.
• Accurately managing transfer pricing for the Kenyan and Ugandan markets, which requires meticulous attention to detail and compliance with regulatory requirements.
• Maintaining up-to-date reconciliations, which can be time-consuming and demanding due to the volume and complexity of the data involved.
• Coordinating with VEK to facilitate seamless operations, which may involve navigating complex inter-organizational dynamics and processes.
• Collaborating with the sales and marketing team to align forecasts and stock availability, which demands a high level of coordination and communication to meet dynamic market demands.
• Managing supply debtor accounts, which can be labor-intensive and time-consuming due to the need for meticulous financial oversight and customer relationship management.
• These challenges require a significant investment of time and effort, as well as a high degree of attention to detail and coordination across various functions. Additionally, they demand a proactive and strategic approach to ensure the smooth and efficient management of supply chain and financial operations.

Requirements

Job Knowledge, Skills & Experiences:

• University graduate in Business Administration or BCom Accounting/Finance
• At least 2 years’ experience in the oil industry supply chain field
• Analytical skills
• Effective team player.
• High Integrity and strong character
• Communication and inter-personal skills
• Relevant experience with IT systems