Warehousing and Distribution Analytics Associate at Chemonics International

Principal Duties and Responsibilities (Essential Functions)

• Update the database with Invoices and PODs received
• Provide quantitative review of PODs after monthly submission of invoices and ensure they correspond and consistent to the number of health facilities 3PL charges
• Crosschecked rates (as stipulated in the 3PL’s subcontract) against the number of site deliveries made by the transport 3PL to ascertain accurate amount to be billed
• Prepares calculation sheet, inspection form and memo, and equally ensure amount on invoice, calculation sheet and memo are the same
• Ensure cost allocation/split are based on Last Mile Distribution (LMD) volume for each cycle as provided by the MIS team
• Ensure final version of the Reconciliation Spreadsheet and POD must be included in the invoice package
• Escalate problematic invoice/PODs queries for resolution before approval for payment; clarify if the discrepancy was based on a mutually agreed review of distribution plan or if otherwise. In this case, it is expected that prior to the commencement of the activity, there must have been a communication between all parties to review the distribution plan
• Keep track of all outstanding invoices and carry out follow-up actions
• Ensure completeness in the documentation of invoices submitted to the finance team for processing following the checklist
• Perform other tasks as directed by Warehousing and Distribution Analytics Manager
• Maintain a good knowledge and understanding of all office rules and procedures as set forth in the field office policy manual
• Support achievement of the overall project goals as required to ensure project performance
• Updates the Payment Request Form which is a drop down of the Subcontract ceiling amount and notifies Procurement Unit where modification may be needed
• Communicate with the vendor on missing deliverables in support of level 1 review i.e., missing PODs, Vehicle Inspection Forms, incorrect rates etc.
• Assist in reconciliation of vendor statements against invoices logged onto the database
• Ensure all invoices logged onto the database have existing orders and are a match before carrying out level 1 reviews.
• Work closely with W&D and Procurement to resolve invoicing issues that require vendor action

Job Qualifications

• Bachelor’s degree in accounting, business administration or a related field
• At least 2 years of relevant work experience
• Experience working on a USAID or donor-funded project required
• Fluency in English is required
• Good Communication skills
• Good Analytical skill
• Statistics ability
• Experience in use of Excel spreadsheets and Microsoft word
• Good knowledge in Logistics
• Excellent Mathematical skills
• Good customer relations
• Excellent use of Data Entry computer software/applications