Randstad has over 55 years of experience in the area of HR Management. Under the Randstad Inhouse Services concept, Randstad becomes a full service supplier providing consultancy to international clients.
For a long term temporary assignment for our client, the company Philip Morris International, based in Lausanne, we are seeking for an :
PURPOSE OF THE JOB :
Provide Purchase Order related assistance, ensure proper budget control and efficient collaboration with all involved partners and departments.
HANDLE AND CREATE PURCHASE ORDER (PO) REQUESTS
Create SC / PO Shopping cart / Purchase Order in Coupa system including to ensure all required documents have been provided from various stakeholders like request from Project Manager.
This includes a check if all criteria are met for the creation of the PO and a proactive follow-up if required.
Ensure that the PO list is maintained and archive all requests, emails and offer including all required documentation to (new) vendors / contracts / PO / Invoices are filed in a specific filing structure electronically ?
if required also using the original paper documents.
Handle any changes in the PO in a timely manner to ensure smooth further processing and correctness of the documents and data.
Create or modify vendors upon request by Project Manager and ensure all supporting documents have been provided by Project Manager.
Provide guidance and work closely with Project Managers and 3rd Party Forces Management Team regarding the set up and creation of new POs.
Proactive follow-up and update of monthly PO reporting for Finance team as well as monthly follow-up and delivery of update of open confirmation report to procurement in Krakow.
Schedule monthly meetings with Project Manager to provide financial update and status on POs.
Track and update PO status table and vendor list.
Provide monthly / quarterly / yearly PO and accrual update to Finance team.
INVOICES / PO MANAGEMENT
Create pre-payments, provide Good Receipt (GR) confirmation and Material Management (MM) Invoice codification / payment / rejection following the approval email from Project Manager.
Proactive follow-up on rejected invoice report & providing information to Project Manager if required.
Request PO changes and / or closure from Procurement Krakow.
Provide PO guidance to team on WBS and G / L as well monitor structure and procurement good practices are being applied to all POs.
FI INVOICES Financial Invoices HANDLING
Ensure FI-invoices are correctly codified and payments are made accordingly in SAP ? ensure approval are given by Project Manager in a timely manner.
University degree in Finance (or equivalent higher education)
Excellent command of English and preferably French or German (written / spoken)
Strong knowledge of MS Office and SAP (experience in Coupa would be an additional advantage)
Good organizational and planning skills
Good communication skills
Fast learner, able to set priorities and take initiative