Invoicing Administrator
GENEVE, Switzerland
vor 4 Tg.

Job Description

Desired start date : Asap, at the latest August 1st.

Fixed term : 6 months

The Job Holder takes a share of the Operations Dept invoicing workload for merchandises (petroleum products and / or crude) and all other operational fees.

He will have to check and pay incoming invoices and to invoice merchandises to Buyers. The jobholder is as well in charge of the newcomers’ training.

Data : approx. 25’000 invoices per year for merchandises and operational fees (excluding crude).

Depending on the allocated zone the jobholder will :

A / Ensure payment of payable merchandise invoices (petroleum products and / or crude)

  • Manage provisional and final payable invoices received from Counterparties and Group entities in collaboration with the trading operator in charge and with internal departments as appropriate (VAT, Credit, Treasury)
  • Ensures received invoices are accurate and correct and that documents presented for payment are in line with contractual agreements (Letters of Credit, Bills of Lading, Letters of Indemnity).
  • Ensure that the pricing formula applied by the seller matches the information in the Deal sheet and in the contract.
  • Analyse any discrepancy observed between invoices and the contract in collaboration with adequate supporting department and, as the case may be, take action vis a vis Seller and follow-up on the disputed invoices until resolution.
  • Monitor and follows-up on a daily basis all outstanding cargo and associated costs related to each transaction.
  • B / Prepare and send receivable merchandise invoices (petroleum products and / or crude)

  • Invoice internal and external counterparties as per prevailing contract.
  • Check the data available in the Deal Sheet, the contract and as the case may be the LC before invoicing.
  • Follow-up on unpaid invoices, send reminders in case of late payment and invoice late payment interest if applicable.
  • Liaises with Counterparts Finance department in order to monitor accounts receivable and issue interest invoices.
  • Request necessary VAT corrections from counterparties and register corresponding corrected invoices in Medissys.
  • C / Manage payment of all other operational fees

  • Check, process and pay the invoices of the following costs : brokerage, barge freight, storage, customs agency, shipping agency, inspection, and cargo insurance.
  • Apply corrections of VAT associated to splitting of merchandise invoices amongst T1 and T2 statuses.
  • Quarterly follow up of unpaid invoices for merchandises and costs with TOTAL Group subsidiaries for reconciliation
  • Update the Mailing Lists available in INCA and timely inform operators of any change made.
  • D / Maintain strong relationships and good communication internally and externally :

  • Works closely with trading operators to solve any Invoicing / documentation errors or discrepancies.
  • Establish and maintains good working relationships with Contractual Operations counterparts, third party service companies on a regular basis regarding post deal activities.
  • Objectives :

    Coordinates financial aspects of the post-deal trading activity to ensure pricing aspects of the contract execution runs smoothly.

    Contributes to the effective collection and monitoring of the groups income by ensuring that invoices received for cargoes are accurately priced, invoices for cargoes sold are raised and payments monitored in accordance with agreed procedures and contractual timescales.

    Contribute to lighten the workload of trading operators, ensure invoicing administrator’s back up and promote multi-skills among the team.

    Context and environment

    Fast paced and demanding trading environment requiring the jobholder to be able to work both autonomously and within a team.

    Position requires daily interaction with other departments (OPS, Trading, Treasury, Tax, Credit, Middle Office, Finance, Accounting) and third parties.

    Reconciliation of discrepancies and resolution of counterpart issues requires jobholder to be able to seek out information necessary for problem solving.

    Must be able to work with limited supervision.

    Candidate profile

  • Federal Maturity / 2-3 years working experience, preferably in Oil and Shipping operations in a fast-paced environment.
  • Sound knowledge of payment procedures and trading documentation (trading contracts, Letters of Credit, cargo documents and Letters of Indemnity)
  • Business oriented curiosity, eager to learn fast, numerate with excellent organisational and computer skills, great attention to detail, team spirit, able to take initiative, adaptability and perseverance.
  • Collaborative mindset, good communication skills in English (B2 / C1) and in French.
  • Months

    Experience level required

    Less than 3 years, Minimum 3 years

    Employer company



    About us / company profile

    Become one of the drivers of energy transition with TotalEnergies Trading & Shipping.

    TotalEnergies is a broad energy company that produces and markets energies on a global scale : oil and biofuels, natural gas and green gases, renewables and electricity.

    Our 105,000 employees are committed to energy that is ever more affordable, clean, reliable and accessible to as many people as possible.

    Active in more than 130 countries, TotalEnergies puts sustainable development in all its dimensions at the heart of its projects and operations to contribute to the well-being of people

    Trading Shipping :

    Give your best to better energy and make the commitment with TotalEnergies. We are one of the most active players in the international oil markets, trading with a vast network of customers and suppliers worldwide : national oil companies, producers, other oil majors, refiners, traders, distributors and end-users.

    We have developed a set of trading strategies and expertise, which allows us to respond permanently to market changes and opportunities, on all physical and paper oil markets.

    Satisfying the energy needs of a growing world population, curbing global warming, and adapting to changing customer behaviors and expectations are the three challenges that TotalEnergies must meet over the next 20 years.

    With its biomass blending and trading activity, TotalEnergies Trading & Shipping is an active participant in the development of sustainable biofuels.

    Our maritime transport expertise also helps to reduce the carbon footprint of sea transportation and we recently announced the time chartering of new vessels equipped with LNG propulsion.

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