Freight Cost Management Executive (Japanese Speaker)

Job description

Objectives of the Position Provide Freight invoice posting transaction processing support to deliver services to BSSCKL‘s customers in accordance with established Freight Cost Management and Purchase to Pay processes and work procedures and in compliance with BASF policies, FRC requirements and local company legal and statutory requirements (if applicable). Ensure that timelines and quality meet the agreed service levels and targets. To act as a backup, assist and perform other tasks as and when required. Support new and existing team members through proper knowledge transfer, sharing of resource, knowledge and experience Main Tasks Functional Task (including but not limited to): • Process 3rd party freight service provider and custom related invoice validation within agreed timeline and ensure correct information is transferred to Process Director. • Process 3rd party freight service provider and custom document namely PO related invoices and credit notes, FI invoices and credit note, Downpayment, VIP vendors by ensuring delivery quality in terms of accuracy, completeness and timeliness daily. • Control and manage auto debit, invoicing settlement, custom by ensuring delivery quality in terms of accuracy, completeness and timeliness daily. • Process urgent requests according to the stipulated deadline and arrange for urgent payment. • Ensure its compliance with the BASF standard guidelines for Freight Cost Management , Purchase to Pay processes and local company legal and statutory requirements. All transactions should be process according to the established work instruction and process definition according to global guideline. • Ensure that tasks are performed within Service Level Agreement (SLA) stated in Service Responsibility Matrix. • Ensure the accuracy and the completeness of the transaction processed and to manage correction action is performed when necessary • Attend to request or inquiry for via generic mailbox within SLA timeline • Have knowledge on tax fundamental to support the verification of invoices before further processes based on country practices, also identifying withholding tax, VAT and GST requirement before invoice booking. • Liaise with the BASF business units and local companies on issues with Finance, Procurement, Supply Chain, Treasury, HR Services, Master Data and Service Providers. • Back up Senior Analyst role when required. • Support internal and external audit activities such process walkthrough demo, generate and prepare reports, provide sample, documentation and handle audit inquiries. • Monitor GRIR balances & perform GRIR follow up and escalation with on time clearing on a monthly basis. • Following up with top vendor accounts of statement of accounts reconciliation on a monthly basis. • Perform AP aging analysis (aging/debit balances) • Support on Input VAT management including input VAT verification, non-deductible input VAT adjustment and VAT reconciliation reports preparation. • Perform vendor’s audit confirmation on timely basis. Support audit yearly audit activities and ensuring prepared by client’s reports, audit samples collection, audit walkthrough and vendor balance confirmation letters are completed on time within audit schedule. • Follow up on customs duty and its deposit clearance if any with supply chain team. Quality and Continuous Improvement • Identify and recommend new idea / solutions to Specialist/Expert & Managers for continuous improvement opportunities • Support functional expert/specialist trouble shooting system, process issues, agreeing right level of escalation and work on root cause analysis and implement mitigating actions. • Act as Freight Cost Management Digital Assistant to improve performance indicators towards strategic and data-driven position • Perform routine update to Freight Cost Management documentation (e.g. Work Instruction, Job Aid< Knowledge Management) when required. • Support existing team members through proper knowledge transfer, sharing of resource, knowledge and experienceand best practice thereby ensuring quality is maintained through any staff transition. • Be a trainer in Functional training to new joiner. • Support regional and global project improvements activity e.g. involve in User Acceptance Test and Training Stakeholder Management • Develop and maintain working relationships with customers to ensure that solutions are adopted, implemented and maintained appropriately. Frequent cooperation outside BASF Group: • BASF’s Suppliers and Service Provider • External auditors Education & Working Experience: Degree in accounting, finance or business administration, with 1-3 years relevant work experience. Reputable Knowledge and understanding of P2P and accounting functions. Must be able to read, speak and write in Japanese External experience in a shared service or business process outsourcing will be preferable Technical & Professional Knowledge: • Proficiency in English with good communication and writing skills • Experience working in an SAP work environment • Knowledge and experience of MS office tools, SAP system or another ERP system