Supply Assistant Job – Exports at Vivo Energy

Supply Assistant – Exports

Job Purpose:

To plan and cost effectively manage all supply and distribution logistics for Lubricant Exports & Fuels for VE Uganda/Rwanda
Managing company payables/receivables with Product Suppliers or Service Providers to avoid exposure to penalties, operations and reputation
Ensure timely collection of outstanding amounts ensuring healthy working capital and cashflow position for the business
Keeping accurate and up to date Statements from all suppliers
To Implement the Transfer pricing policy for VEK.
Collaborating with other departments, such as finance, to ensure an accurate invoice payment report.

Co-ordinate supply logistics

Co-ordinate and manage supply logistics for Vivo Energy Uganda Private imports (HFO, VP & AVGAS)
Co-ordinate and support in management the transit aspects of C&F contract.
Account for product transfers (loadings and deliveries at respective VEK Depots /Customer locations).
Co-ordinate imports with Vivo Energy Kenya as per their requirements to benefit from freight economics and resolve any supply, quality, payment issues.

Manage G/L with respect to Vivo Uganda transactions in SAP VEK and SVLK environments respectively

Product pricing, stock reconciliations and bond management

Support stock controller on stocks reconciliations for third parties.
Ensure transfer price buildup is forwarded to Commercial department of Vivo Energy Kenya in a timely manner.
Ensure accurate pricing of products and support monthly industry price build up.
Timely collection of payments from Vivo Uganda/Rwanda to Supplier for settlement of invoices/ Debit Notes
Ensure all direct Customer receipt losses are tracked and advised for invoicing.
Manage payment to and regularly reconcile accounts with Suppliers.
Manage transit intercompany stocks.
Manage overseas / external Customer deals and re-export accounts.
Support management of transit bonds and border operations.

Tracking and Management of stocks and payments

Daily tracking of stocks and ensure prompt reconciliation on monthly basis.
Manage accounts with external Customers and re-exports, including invoicing and collections.

Nemo additive & Test Kit Management

Nemo additives stocks forecasting, Ordering and imports coordination.
Daily monitoring and distribution of Nemo additive stocks in all the depots (Msat, Nrbt & Western).
Timely placement of replenishment stock orders ensuring no stock out of any Additive
Manage procurement and distribution of LFD Test Kits

Demurrage Management

Monitor, compute, and manage demurrage estimates on a weekly basis, attending industry demurrage meetings for verification and validation of costs.
Process and settle demurrage invoices for costs incurred, ensuring accurate and timely payments to avoid additional charges.
Circulate demurrage reports and invoices to relevant stakeholders for review and approval, maintaining clear and accurate invoicing for prompt settlement

Payment Schedule and tracking

Update and circulate a payment schedule to finance daily, ensuring accurate and timely processing of payments.
Promptly resolve any disputes or discrepancies related to demurrage and other charges, initiating discussions and providing essential documents for verification and settlement.

Key challenges associated with the principal accountabilities include:

Ensuring a consistent supply of high-quality fuel to meet growing business demands in a competitive and supply-constrained market.
Accurately managing transfer pricing for the Kenyan and Ugandan markets, which requires meticulous attention to detail and compliance with regulatory requirements.
Maintaining up-to-date reconciliations, which can be time-consuming and demanding due to the volume and complexity of the data involved.
Coordinating with VEK to facilitate seamless operations, which may involve navigating complex inter-organizational dynamics and processes.
Collaborating with the sales and marketing team to align forecasts and stock availability, which demands a high level of coordination and communication to meet dynamic market demands.
Managing supply debtor accounts, which can be labor-intensive and time-consuming due to the need for meticulous financial oversight and customer relationship management.
These challenges require a significant investment of time and effort, as well as a high degree of attention to detail and coordination across various functions. Additionally, they demand a proactive and strategic approach to ensure the smooth and efficient management of supply chain and financial operations.

Job Knowledge, Skills & Experiences: