Analyst - Settlements

Main purpose

Ensure the company receives payments from external counterparties for goods and services, properly recording the transactions by posting sales invoices in line with established policies and procedures, in an efficient, timely and accurate manner Ensure payment to external counterparties is completed, and expenses are controlled by processing, verifying and reconciling invoices according to established policies and procedures in an efficient, timely and accurate mannerEnsure prompt cash collection as per contractual terms and targets for all Trafigura group entitiesManage relationships with the external counterparties related to AP / AR queries, issues. Take all necessary actions, in compliance with organization policies and procedures, as well as external regulations to reduce exposure to potential bad debt

Key responsibilitiesEnsure timely and accurate invoice posting for accounts payable and accounts receivable related to cargo and non-cargo expenses and income Account Receivable Verifying supporting documents against data entry in respective systems and raising any query to relevant department in case of inconsistent dataMonitoring task prompts and reports identifying the Account Receivable to be invoiced (provisional, final, invoice for differential, recharge with external counterparties)Capturing and posting sales invoices, credit notes (AR Invoice) for sales and services rendered, recharge to external counterpartiesIssuing documents in conformity with all the details and specific requirements for each transaction and counterpartyLiaising with internal departments in case of claim from buyer related to AR invoice discrepancy.  Account PayableControlling incoming invoices, credit/debit notes (AP invoice) for cargo and non-cargo from external counterparty are compliant with contractual terms, internal/external regulations and tax requirements. Matching payable estimates / purchase orders to invoices in respective systems associated to the corresponding transaction. Posting AP invoices, related to cargo and trade expenses, to relevant analytical level and/or cost centers by analyzing invoice vs expense and recording entries. Liaising with internal departments in case of discrepancies between estimates / purchase order and Invoice.  Debtor and Creditors ManagementOverseeing the effective collection of company debt and vendor payablesTaking all necessary actions to collect any outstanding amount and ensuring that contractual payment terms are respectedLiaising with counterparty to ensure timely cash collection (obtain swift copy as cash forecast evidence)Chasing debt by telephone, email and reducing debtor daysSetting up a system of reminders and statements to press for payment in a professional but forceful wayProcessing and generating reminder letters and monthly statements to counterpartiesMonitoring Aged reports, Creditor/Debtor balances in relevant systems, consolidate positions and take all necessary actions to keep such balances to a minimumUpdating monitoring system(s) for analysis of outstanding debts, debtor and creditor account balances and identifying those that require actionsReporting regularly to internal stakeholders on outstanding accountsReplying to internal queries on suspense accountProviding cash allocation details in accordance with customer remittances and customer account reconciliation, whenever requiredVerifying vendor accounts by reconciling monthly statementsManaging vendors queries on AP Invoice paymenReporting monthly Key Performance Indicators for the deskMonitoring, invoicing and checking late payment interest on overdue (AP/AR)Coordinating whenever required with Trading, Deal Desk, Operations, Trade Finance, Treasury, Accounting, and Settlement Teams to resolve outstanding queries related to unpaid AP and ARCommunicating with external counterparties Required qualifications2+ years of experience in similar rolesBachelors degree or equivalent in Business administration; Supply Chain or international trade (Import/export)Knowledge of general accounting principles, regulatory standards and compliance requirements   Fluent in English both written and spokenProficient in MS office, including ability to operate computerized accounting and spreadsheets programs simultaneously, at ease in a multi-software environment

Attributes for successGeneral math skills·         Able to work independently, under pressure and in a methodical, detailed and accurate fashionAble to process large amounts of information / documents quickly and accuratelyAble to quickly find key information in multiple documentsExcellent data entry skillsFast learner and comfortable operating in a fast-paced environment

CompetenciesCustomer Focus: Diplomatic with strong external /internal customer orientationCommunication: Very clear and precise communicator both verbally and in writing, good listener and shares ideas /solutionTeamwork: Team Player possesses an ability to work and integrate with other teamsInitiative: Proactive, ability to think ahead to avoid problems & drives processes and tasks to achieve required resultsInnovation: Comes up with resourceful ideas and solutions related to his/her dutiesOwnership & Accountability: Demonstrate a sense of urgency and ability to meet deadline & takes ownership of own decisions and actions – successes and mistakesManagement: Gives timely, constructive and specific feedback & able to differentiate between main issues and side issuesDetail orientation: Highly organized and very methodical, high level of endurance for filing follow up & very Strong Attention to detail, high degree of accuracy

Key RelationshipsOperations, Deals Desk, Trade Finance, Treasury, Trading & External Counterparties

Department overviewThe Settlements team is responsible for the accurate and timely processing of all cash movements arising from the company's global trading activity. The team manages the full life cycle of payments and receipts from capturing contractual payment obligations through matching and settling them against actual bank transactions ensuring funds move correctly between Group Companies and Counterparties across multiple currencies, jurisdictions, and business lines.