Finance & Procurement Executive

Position Title:                     FINANCE & PROCUREMENT EXECUTIVE

Reports To:                         Finance Manager & Procurement Manager

Position Purpose: The position is responsible for managing the overall financial and procurement operations to ensure compliance with the financial regulations and operational standards. This role ensures a sound financial structure through strong budget monitoring, and efficient procurement processes, while managing annual business plans and financial reporting for management.

Key Responsibilities:

Financial Operations & Reporting

●        Prepare annual financial budgets and quarterly forecasts.

●        Ensure invoice billing is accurately prepared and all costs are fully accounted for, performing reconciliations between billing and financial statements

●        Perform variance analysis to explain spending differences and ensure cost head accruals align with actual spend

●        Monitor monthly invoice submission processes to SAP to ensure DSO KPIs are achieved

●        Conduct monthly financial performance reviews with internal and client stakeholders.

●        Develop and deliver training sessions for non-financial stakeholders (e.g., site operations, chefs, procurement teams) on contract levers, budget adherence, and the financial impact of their operational decisions.

Procurement & Supply Chain Management:

●        Work closely with the Site Manager to track daily/weekly purchase costs, ensuring spend remains within the set budget and forecast

●        Create, track, and manage Purchase Orders (POs) and Goods Receipts (GRs), including follow-up on approvals and catalog compliance

●        Monitor back-order statuses, follow up on vendor ETAs, and manage delivery arrangements

●        Continuously evaluate procurement opportunities to optimize quality and cost performance, ensuring that all products are delivered at the highest quality with the lowest possible landed cost.

●        Lead periodic spend analysis to identify cost-saving opportunities, leveraging volume aggregation and alternative sourcing strategies to optimize the "cost-per-person-per-day" (CPPPD) across cafe and catering operations.

●        Ensure accuracy in monthly inventory counts and inventory reporting.

Compliance, Audit & Procedures

●      Maintain correct procurement and receiving processes, including 3-way matching between PO, Packing Slip and Supplier Invoice

●      Liaise with internal and external auditors, providing relevant supporting documentation

●      Ensure compliance with client contract terms, QHSE policies, and procurement/inventory procedures

●      Perform periodic audits and reviews of country-level processes (PR, PO, invoice register submission, etc.)

Documentation Management and Departmental Coordination

●       Serve as the primary point of contact for inter-departmental communication regarding financial and procurement workflows, ensuring seamless information flow between teams i.e. procurement schedules, budget updates, and financial reporting timelines.

●       Maintain a structured digital and physical filing system for all procurement contracts, invoices, and financial records to ensure easy retrieval and audit readiness.

●       Coordinate with internal departments to streamline document approval processes and ensure timely sign-offs on financial documentation.

●       Manage and organize all internal reporting documentation, ensuring data accuracy and consistency across all departmental records.

●       Standardize templates for common financial and procurement documents to ensure consistency and professional presentation across all business units.

●       Act as the bridge between regional procurement teams and local site operations to clarify policy requirements and ensure adherence to standardized documentation practices.

Key Competencies & Requirements

●        Education: Diploma or Degree in Finance, Supply Chain, or Business Management

●        Experience: Minimum 2 years of experience in finance or procurement (with at least 1 years at an executive level)

●        Technical Skills: Proficiency in M.S. Office (Excel), Accounting software, and Inventory Control systems

●        Analytical Skills: Strong ability to perform variance analysis, reporting, and deep understanding of financial goals

●        Soft Skills: Proactive, mature, meticulous, and independent with strong communication skills to work effectively with business stakeholders.

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