Analyst, Invoice Validation/Freight Management

• The Analyst, Invoicing Validation/Freight Management EU, is responsible for ensuring accurate and timely validation of invoices against agreed-upon rates from Indirect Procurement/GSS / RFP / direct negotiations.
• This role involves resolving disputes and discrepancies, ensuring timely approvals, and closely monitoring payment terms to facilitate smooth financial operations within the organization.

• The primary objective of the Analyst, Invoicing Validation/Freight Management EU, is to maintain the integrity of the invoicing process by validating invoices to contractual terms, proactively identifying and resolving anomalies, and ensuring that payments are approved and processed within agreed payment terms. This role is critical in optimizing cash flow, reducing payment delays, and fostering strong relationships with suppliers.
• Conduct data analysis, research, and interpretation to support decision-making.
• Assist in the development of reports, presentations, and recommendations based on findings.
• Maintain databases, spreadsheets, and other tools to organize and analyze data.
• Support the implementation of process improvements and efficiency initiatives.
• Stay updated on industry trends, best practices, and emerging technologies relevant to the role.
• Invoice Validation: Resolve discrepancies arising from differences between invoices and agreed-upon rates and contractual terms from GSS, for RFP / direct negotiations, ensuring accuracy and compliance.
• Rates Management: Collect rates, update rates, validate rates for shipment mode and time period. Sharing rates with BDP(Broker) for clearance checks, 4PL and Wipro for payments and follow up.
• Dispute Resolution: Investigate and resolve any discrepancies, disputes, or anomalies in invoices by coordinating with procurement teams, suppliers, and internal stakeholders.
• Approval Workflow Management: Ensure timely approvals of validated invoices by managing the approval workflow and following up with relevant stakeholders. Proactively make sure rates are filed for each transportation mode and each Service Providers when close to expiration.
• Payment Monitoring: Track and monitor invoices to ensure they are processed within agreed-upon payment terms, minimizing delays and supporting timely payments. Ensure extra cost approvals are in place and accounted for timely.
• Data Management: Maintain accurate records of invoice validations, disputes, and resolutions, ensuring data integrity and easy access for audits or reporting purposes. Spending calculations are shared with stakeholders on fixed timely basis.
• Process Improvement: Identify opportunities for streamlining the invoicing validation process, enhancing accuracy and efficiency while reducing errors and delays.
• Collaboration with Teams: Work closely with procurement, finance, and accounts payable teams to align on processes, resolve issues, and ensure smooth payment operations.
• Reporting: Generate reports on invoicing activities, including dispute resolution progress, payment term adherence, and validation accuracy for review by management.
• Compliance and Risk Mitigation: Ensure all invoicing activities comply with internal policies and external regulations, reducing risk and ensuring financial accountability.
• Supplier Relationship Support: Collaborate with suppliers as needed to address invoicing concerns, maintaining positive relationships and supporting smooth operations.

Performance Expectations:

Invoice Accuracy Rate: Target of maintaining at least a 98% accuracy rate to minimize errors and ensure smooth payment processes.

Dispute Resolution Time : Resolve disputes within 10 business days to ensure timely approvals and prevent payment delays

On-Time Payment Rate: Target of maintaining a 95% on-time payment rate to avoid late fees and maintain strong supplier relationships.

Qualifications and Skills:

Education: Bachelors/Master in Commerce/Accounting/Trade

Experience:

• 1-3 years of experience in logistics, supply chain, or a related field. Good experience in international transportation pricing’s structure.
• Strong analytical skills with a focus on data analysis and reporting.
• Good communication and interpersonal skills.
• Exposure to logistics service providers and supply chain management principles and Trade Compliance
• Basic problem-solving skills with the ability to manage multiple tasks effectively.
• Understanding of regulatory requirements and compliance in logistics for EU import traffic.
• Works under supervision and guidance, following established procedures and guidelines. Participates in data analysis projects under supervision. Assists junior analysts and team members with technical tasks.
• Communicates effectively within the team and with stakeholders. Collaborates with cross-functional teams and stakeholders to gather information and assess performance. Supports the implementation of process improvements.
• Assists in synthesizing findings and preparing reports and presentations. Focuses on executing tasks and completing assigned projects.

Technical Skills:

• Experience with all Microsoft Applications
• Familiarity with logistics software and systems
• Good/Advanced Excel skills