1. Import Documentation & GRN Management

• Maintain accurate records in Excel of all original import documents and Bills of Entry (BOE) received from the Logistics and Purchase teams.

• Coordinate with Logistics to provide original import documents received from the bank, as required.

• Upon receipt of GRNs from Stores, compile and verify all supporting documents, including Import Invoice, BOE, Bank Charges, GRN, and PO.

• Scan and share complete import documentation with the India Finance team and maintain proper records in the Import Purchase folder.

• Support the India Finance team with import GRN booking and related documentation.

• Coordinate with Logistics periodically to obtain and update import shipment status and maintain the shipment tracking records.

2. Import Payables & Overseas Payments

• Manage day-to-day import payable activities and ensure overseas supplier payments are processed within agreed timelines.

• Obtain and track payment requests from the Purchase team through email.

• Coordinate with Purchase and Logistics to confirm shipment ETAs and arrange payments in accordance with agreed supplier payment terms.

• Upload payment documents in the DMS for review, approval, and authorization.

• Process payments through the designated banking platform and share SWIFT/payment confirmation with the Purchase team.

• Reconcile supplier statements and resolve invoice, payment, and documentation discrepancies.

• Process import-related Debit Notes and Credit Notes as required.

3. Local Payments & DMS Approval

• Support the India Finance team in processing local supplier payments.

• Review payment vouchers and verify supporting documents, including Supplier SOA, invoices, and bank beneficiary details.

• Process payment approvals through the Habib Bank online banking portal before final authorization.

• Ensure all payment documentation is complete, accurate, and properly approved before processing.

4. Supplier Coordination

• Attend and respond to local supplier calls and queries related to invoices, payments, outstanding balances, and payment status.

• Coordinate with relevant internal departments to resolve supplier payment-related issues.

5. Import Marine Insurance / Declaration

• Prepare and submit monthly import marine insurance declarations.

• Maintain records for imports under applicable Incoterms, including EXW, FOB, and CFR.

• Coordinate with relevant stakeholders to ensure timely and accurate declarations.

6. Goods in Transit Accounting

• Prepare the monthly Goods in Transit (GIT) records for imported shipments at month-end.

• Ensure appropriate accounting entries are recorded at month-end and reversed on the first day of the following month.

7. Cheques & Other Payables

• Manage cheque payments related to sales cash reimbursements, rentals, and other assigned payable activities.

• Maintain proper documentation and records for all cheque transactions.

Desired Candidate Profile

1. Strong understanding of Accounts Payable and import accounting processes.

2. Experience in handling import documentation, supplier payments, and reconciliations.

3. Good knowledge of GRN, PO, BOE, supplier SOA, Debit/Credit Notes, and payment documentation.

4. Familiarity with banking portals and payment processing.

5. Strong coordination skills with Purchase, Logistics, Stores, and Finance teams.

6. Good Excel and documentation skills.

7. High level of accuracy, attention to detail, and follow-through.