Executive Purchase Requests

Purchase Request (PR) & Invoice Management Executive

Job Purpose :

The role will be responsible for managing the end-to-end Purchase Request (PR) process for the Marketing, Demand Generation, Category and Trade Marketing teams. The person will ensure that PRs are created accurately with the right specifications, I/O codes and vendor details, followed by timely invoice processing, reconciliation and coordination with Finance and vendors.

The role will also maintain accurate PR and invoice records and support monthly/quarterly provisioning requirements.

Key Responsibilities:

1. Purchase Request (PR) Creation

• Create PRs based on requirements received from Marketing, Demand Generation, Category and Trade Marketing teams.
• Understand and capture the correct product/service specifications and requirements.
• Ensure the correct I/O codes, cost centres and vendor details are captured in each PR.
• Coordinate with internal stakeholders to clarify incomplete or incorrect requirements.
• Track PRs through the approval process and follow up for timely closure.

2. Vendor Invoice Processing

• Receive and review vendor invoices against defined company protocols.
• Verify that invoices have all required supporting documents and approvals.
• Identify discrepancies or missing information and coordinate with vendors/internal teams for resolution.

3. PO & Invoice Booking

• Ensure invoices are booked against the correct Purchase Order (PO).
• Coordinate with the relevant stakeholders responsible for PO creation to resolve any mismatches or issues.
• Track pending invoices and ensure timely processing.

4. Reconciliation & Provisioning

• Reconcile PRs vs. POs vs. invoice bookings on a regular basis.
• Prepare monthly and quarterly provision files based on outstanding commitments and bookings.
• Maintain accurate records and provide periodic status reports to stakeholders.
• Identify gaps, ageing items and pending actions and follow up for closure.

5. Stakeholder Coordination

• Work closely with Marketing, Demand Generation, Category, Trade Marketing and Finance teams.
• Coordinate regularly with vendors to resolve invoice-related queries.
• Act as the central point of coordination for PR and invoice-related matters within the function.

Key Skills & Competencies

• Strong attention to detail and numerical accuracy.
• Good understanding of PR, PO, invoice and reconciliation processes.
• Strong Excel skills and comfort working with large volumes of transactions.
• Good follow-up and coordination skills.
• Ability to manage multiple PRs and invoices simultaneously.
• Strong communication and stakeholder management skills.
• Process-oriented with a high sense of ownership and accountability.

Role Context

The role will manage a high-volume PR and invoice workflow, with approximately 1,500 PRs expected to be handled annually, along with corresponding invoice processing and reconciliation. The position will be based at the Head Office to enable close coordination with Marketing and other key stakeholders.

The role offers an opportunity to eventually take on a broader PR and invoice management mandate across other functions as the process is consolidated.