Procurement Finance Specialist

As a Procurement Finance Specialist, you will manage communication between suppliers, ADASI procurement, and Edge finance teams ensuring smooth financial operations. The ideal candidate will handle invoice submissions, assist in GRN creation, resolve any payment or invoice-related queries of the suppliers, and act as a liaison to ensure timely and accurate processing of invoices and payments.

Key Responsibilities:

• Supplier Communication: Actively track email communication after order placement, responding to suppliers' payment-related queries. Build healthy relationships with suppliers through effective and timely communication via email.
• Portal Registration: Push suppliers to register in the E-Vendor Portal for tracking orders, invoices, and payments which helps us to avoid unwanted emails or calls.
• Invoice Submission: Proficient in submitting invoices (Net 30 / 60 or advance payment invoice) in the correct format to finance, ensuring invoices get recorded in the system and are not rejected due to lack of documents. Verify the TAX invoices before submission to ensure they meet UAE VAT laws, rules, and regulations, and that the amount descriptions match the PO or request corrections in invoices with suppliers when necessary.
• Document Handling: Guide suppliers on submitting the required documents (e.g., TAX invoices) after order completion. Assist them with invoice status checks in the portal and email the Tech team, following up with them for any portal issues.
• Payment Follow-up: Handle overdue payment follow-ups by maintaining professional relationships with suppliers and formally addressing delays. Prepare lists of urgent payments for the finance team and push for timely payment releases.
• Issue Resolution: Resolve discrepancies between bank details in the invoice and those recorded in SAP. Follow up with suppliers to obtain and verify correct bank information.
• Invoice and GRN Tracking: Track manually submitted invoices and ensure that suppliers provide accurate documents for processing. Proactively push the team to do GRN and collect delivery notes or related documents and send them to the concerned teams if required.
• GRN Issues: Address GRN issues like mismatches in PO quantities, descriptions, or UOM discrepancies. Coordinate with relevant teams for changes or request credit memos from suppliers for additional invoiced quantities.
• Internal Coordination: Act as a bridge between ADASI procurement, Edge finance, and ADASI BO team ensuring effective communication. Assist these teams by sharing finance-related information such as processed invoices and paid amounts.
• Urgent Payments: Follow up with finance on urgent payments, particularly where timely delivery of goods and services is critical for the end user.

Summary Skills:

• Strong communication and relationship management with suppliers and internal teams.
• Proficient in handling invoice submissions, GRN tracking, and suppliers portal registration.
• Effective in managing multiple tasks, following up on urgent payments, and resolving discrepancies.
• Expertise in email tracking, follow-ups, and maintaining records efficiently.