Latest Vacancies at Outsource Africa

Job Summary:

The Invoicing and Documentation Specialist plays a crucial role in the efficient and organized management of financial transactions and record-keeping within the organization. This position is responsible for creating and maintaining accurate invoices, ensuring proper documentation, and supporting financial processes.

Key Responsibilities:

• Invoice Preparation: Create and send invoices to clients, customers, or partners in a timely and accurate manner. Verify the correctness of billing details, including pricing, quantities, and terms.
• Documentation Management: Maintain organized and up-to-date records of financial transactions, invoices, receipts, and other related documentation.
• Billing and Payment Tracking: Monitor and track billing and payment activities, ensuring that invoices are paid on time and addressing any discrepancies or issues.
• Accounts Receivable: Assist in managing accounts receivable, following up with clients regarding outstanding payments, and maintaining clear and updated records.
• Data Entry: Accurately input financial data into accounting and invoicing software systems, ensuring consistency and precision.
• Compliance: Ensure compliance with company policies, accounting standards, and legal regulations related to invoicing and documentation.
• Report Generation: Generate regular reports on invoicing and financial transactions to provide insights into the organization's financial health.
• Communication: Interact with clients, internal teams, and external partners to address inquiries, resolve billing concerns, and provide assistance as needed.
• Process Improvement: Identify opportunities to streamline invoicing and documentation processes, and propose improvements for greater efficiency and accuracy.

Qualifications:

• Bachelor's degree in finance, accounting, business administration, or a related field is preferred.
• Proven experience in invoicing, documentation, or a related financial role.
• Proficiency in using accounting software and invoicing tools. Knowledge of ERP systems is a plus.
• Strong attention to detail and accuracy in financial data entry.
• Excellent organizational and time management skills.
• Effective communication and interpersonal skills.
• Familiarity with financial regulations and compliance.
• Analytical thinking and problem-solving abilities.
• Proficiency in Microsoft Office Suite, especially Excel.
• Ability to work independently and in a team, adapting to changing priorities.

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Job Summary:

As an Office Receptionist, you will be the first point of contact for visitors and clients to our organization. You will be responsible for creating a positive and welcoming atmosphere, providing exceptional customer service, and managing various administrative tasks to ensure the smooth operation of the office. This role plays a crucial part in maintaining a professional and efficient front desk.

Key Responsibilities:

• Greet Visitors: Welcome and greet visitors, clients, and employees in a friendly and professional manner. Ensure a warm and inviting atmosphere in the reception area.
• Answer and Direct Calls: Handle incoming phone calls, transfer calls to the appropriate individuals or departments, and take messages as needed.
• Manage Front Desk: Maintain a neat and organized front desk area. Ensure that office supplies are stocked, and the reception area is presentable.
• Check-In and Registration: Register visitors and provide access badges as required. Ensure all visitors sign in and follow security protocols.
• Customer Service: Provide excellent customer service, addressing inquiries, and assisting visitors with their needs. Be prepared to offer general information about the organization.
• Appointment Scheduling: Assist in scheduling and managing appointments for employees and meeting rooms as necessary.
• Support office personnel with visitor requirements including refreshments etc..
• Mail and Package Handling: Receive, sort, and distribute incoming mail, packages, and deliveries. Prepare outgoing mail and packages.
• Maintain Visitor Logs: Keep detailed records of visitors and their purpose for visiting the organization, as well as maintaining confidentiality as needed.
• Security Awareness: Monitor security cameras and follow safety and security procedures. Report any security concerns or incidents to appropriate personnel.
• Administrative Support: Provide general administrative support to various departments as needed, including photocopying, scanning, and data entry tasks.
• Maintain Knowledge: Stay informed about company policies, personnel, and events to answer inquiries accurately.

Qualifications:

• High school diploma or equivalent; additional education or training in office administration is a plus.
• Previous experience in a similar role or customer service experience is preferred.
• Proficiency in using office equipment, such as multi-line phone systems, printers, and scanners.
• Strong interpersonal and communication skills, both written and verbal.
• Excellent organizational and multitasking abilities.
• Professional appearance and demeanor.
• Familiarity with Microsoft Office Suite or other office software.
• Ability to maintain confidentiality and handle sensitive information.

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Job Summary:

The Procurement and Importation Officer is responsible for managing the procurement process and importation of goods and materials required by the organization. This role involves sourcing suppliers, negotiating contracts, overseeing the importation process, and ensuring timely and cost-effective procurement practices.

Key Responsibilities:

• Supplier Sourcing: Identify and evaluate potential suppliers, both domestic and international, to ensure the procurement of quality products at competitive prices.
• Vendor Negotiations: Negotiate terms and conditions with suppliers to secure advantageous agreements, including pricing, delivery schedules, and payment terms.
• Procurement Planning: Collaborate with various departments to understand their procurement needs and create procurement plans to meet the organization's requirements.
• Purchase Orders: Prepare and manage purchase orders, ensuring accuracy and compliance with organizational policies and procedures.
• Importation Management: Oversee the importation process, including customs clearance, shipping, and logistics to ensure on-time delivery of imported goods.
• Inventory Management: Monitor and manage inventory levels, ensuring that stock levels are maintained at optimal levels and that obsolete or excess stock is minimized.
• Quality Assurance: Ensure that all products and materials procured meet the required quality standards and specifications.
• Cost Control: Implement cost-saving strategies, such as bulk purchasing, vendor consolidation, and efficient shipping methods.
• Compliance: Stay updated on importation laws, regulations, and trade policies, and ensure that all import-related activities comply with relevant legal requirements.
• Documentation: Maintain accurate procurement records, including invoices, purchase orders, contracts, and shipping documentation.
• Reporting: Prepare and present regular reports on procurement activities, costs, and performance metrics to management.

Qualifications:

• Bachelor's degree in supply chain management, business administration, or a related field. Additional certifications in procurement or supply chain management are a plus.
• Proven experience in procurement and importation, with a strong understanding of international trade, customs procedures, and import regulations.
• Familiarity with procurement software and tools, including enterprise resource planning (ERP) systems.
• Strong negotiation skills and the ability to build and maintain effective supplier relationships.
• Excellent analytical and problem-solving skills.
• Attention to detail and strong organizational skills.
• Effective communication and interpersonal skills.
• Proficiency in using Microsoft Office and other relevant software.
• Knowledge of industry-specific procurement practices and trends.
• Ability to adapt to changing market conditions and make informed procurement decisions.