Specialist II, Ground Services

Entry Level: 0 - 2 years

Summary

We are looking for a movitated teamplayer to join Ground Contracts Team to see through the end to end process of contract management and subsequently ensure that invoices are verified accurately and promptly. You will be working closely with internal stakeholders in Ground Operations, Finance, Procurement, Legal etc as well as extenal stakeholders such as Airport Authorities, Ground Handlers, Hotels etc in the course of your daily work.

Job Description

This role is responsible for the management of Ground Department's contractual and financial related matters including but not limited to contract management, contract negotiation, invoice verification, updating of contractual rates on finance's portal for budgetary and utilisation tracking purposes, vendor/internal stakeholders management. Attend to queries related to Ground contracts and system navigation. Analysis and management of bugetary related financial data.

Key Responsibilities

Contracts Management (50%)

Management of Ground Handling contracts and ensure timely renewal.

Gather market information of station. Source for suitable vendors, request for quotation and evaluation of proposals.

Lead negotiations with vendor in the best interest of the company.

Evaluate commercial and operational capabilities of current or potential vendors.

Review existing contracts, identify opportunities to consolidate expenditure and program strategies that deliver cost-effectiveness and operational efficiency.

Establish healthy business relationship with vendors and strengthen long term partnership via active communication/interaction.

Draft paper for Management reporting and approval.

Coordinate with Procurement Department to establish strong purchasing process with document control.

Ensure procurement processes within the department comply with group's procurement policy.

Invoice Verification (40%)

Perform invoice verification in various finance systems (i.e. BPM and AIR).

Coordinate with stakeholders to ascertain the validity of charges.

Liaise with vendor in the event of payment dispute.

Perform audits in finance systems (i.e. BPM and AIR) to ensure that verification work performed by Ground teammates (mainly AAOMs) is performed in accordance to the requirements from Finance Team.

Provide reminders to fellow Ground teammates (mainly AAOMs) to ensure invoices are verified in a timely manner.

Identify cargo related charges and send them to SQC for verification and payment.

Liaise with finance's vendor (IBM) to assign invoices to designated stations/ departments.

Financial and Budgetary Responsibilities (5%)

New Vendor Creation / Manual submission of ad-hoc invoices in ESC.

Vendor authentication: Verification of bank details for new vendors and vendors which have changed their bank details during contract term.

Liaison with Finance and vendor on matters relating to Bankers' Guarantee/ Security Deposit.

Perform invoice verification and liaise with vendor in the event of dispute.

Update of all airport and ground handling contract rates in finance system (adaptive planning) during contract renewal and annual rates adjustment exercise

Generation of ad-hoc financial data.

Station Audit (5%)

Conduct high frequency inspection at Indonesia.

Conduct TR stations audit.

Complete audit checklist and liaise with operations head and ground handling agents on any findings.

Prepare and complete reports for audits and inspection conducted.

Job Requirements

Preferably 3 to 5 years of working experience.

Experience in contract and finance related role preferred.

Comfortable working in a team.

Ability to complete tasks independently.

Strong communication skills (both written and verbal).

Merticulous, strong in numerical analysis, good report writing and presentation skills.

Strong analytical, problem solving and interpersonal skills.

Excellent Microsoft Office package skills.

Proactve and able to adapt to a fast paced environment.

Group Problem Solving; Aircraft Safety; Cargo Management; Vendor Management; Critical Thinking; Regulatory Reporting; Documentations; Fatigue Management; Customer Service Management; Human Factors Management; Risk Management; Stakeholder Management; Scrum (Agile); Communication; Procurement Procedures; Hazard Identification; Business Continuity Management; Distribution Operations Management; Aircraft Ground Handling; Standard Operating Procedures (SOPs); Continuous Improvement (CI); Problem Framing; Load Planning; Ecosystem Management; Project Management; Contract Management; Crisis Management; Decision Making; Ground Operations Management; Risk Assessments; Microsoft Excel; Negotiation; Conflict Management; Internal Reporting; Audit; Passenger Services; Aviation Security; JIRA Tool; Airport Systems; Accident And Incident Response Management; Airport Operations; Service Delivery