Order Management Specialist

Help AG Is looking for a talented and experienced Order Management Specialist who will be working closely with members of the Finance team. The primary tasks shall include issuing purchase orders, posting GRNs, booking purchase invoices, vendor onboarding, inventory monitoring and reconciliation. He shall also handle the entire logistics function of the KSA office. The employee is also expected to cover for other Order Management Specialists during leaves and annual vacation.

Responsibilities:

DATA ENTRY

• Create projects in SharePoint and upload supporting documents

• Create Purchase Orders (PO) in the ERP system – BC365

• Send POs to suppliers through BC365 for projects and internal purchases

• Update projects in SharePoint when and where applicable

LOGISTICS AND STOREKEEPING

• Monitor and follow up status of orders to meet delivery deadlines through email and phone calls

• Receive shipments from distributors and vendors, ensuring that the right items, quantities, and serial numbers are received.

• Coordinate deliveries to end-customers with the support of BDMs and PMs

• Deliver customer licenses – seed files, certificates, entitlements, proof of delivery – via email

• Periodic visit to 3rd party/offsite warehouse to conduct inventory count

• Maintain physical files for supplier and customer delivery notes, contracts, shipping documents

• Maintain a tidy and organized onsite storeroom

• Liaise with suppliers, couriers, forwarders, and delivery partners

ACCOUNTING AND REPORTS   

• Post Goods Receipt Notes (GRN) and generate Delivery Notes

• Post supplier invoices while ensuring that invoices comply with tax regulations

• Post purchase journals and inventory entries

• Prepare reports - deliveries, revenue and cost allocation, among others

• Support auditors during year-end inventory count

DUE DILIGENCE AND COMPLIANCE

• Support in supplier onboarding, due diligence and completing 3rd party forms in KSA

• Review of orders (OPE) for KSA

OTHERS

• Other ad hoc tasks as maybe required from time to time.

Qualifications & Skills:

• Bachelor’s degree in business, Accounting or related field.

• Background in accounting - journal entries, inventory management, revenue recognition – is essential

• Minimum of 1 years purchasing and logistics experience, preferably for IT-related products.

• Well-versed with BC365, Navision, and MS office tools (Word, Excel, Outlook, PowerPoint, SharePoint, Teams)

• Knowledge of VAT and Withholding regulations in KSA and the wider Middle East

• ·Fluency in written and spoken Arabic and English.

• Good in preparing reports and presentations.

• Good analysis and evaluation skills.

• Excellent communication and negotiation skills.

• Excellent organizational skills.

• Adaptability and can get along well with colleagues, suppliers, and other stakeholders.

• Knowledge of supply chain and logistics, international shipping incoterms, custom regulations and standards.

Benefits:

• Health insurance with one of the leading global providers for medical insurance.

• Career progression and growth through challenging projects and work.

• Employee engagement activities throughout the year.

• Tailored training & development program.

About Us:

Help AG is the cyber security arm of e& enterprise and provides leading enterprise businesses across the Middle East with strategic consultancy combined with tailored information security solutions and services that address their diverse requirements, enabling them to evolve securely with a competitive edge.

Present in the Middle East since 2004, Help AG was strategically acquired by Etisalat group in Feb 2020, hence creating a cyber security and digital transformation powerhouse in the region.

Help AG has firmly established itself as the region's trusted IT security advisor by remaining vendor-agnostic, trustworthy, independent, and cyber security focused. With best-of-breed technologies from industry-leading vendor partners, expertly qualified service delivery teams and a state-of-the art consulting practice, Help AG delivers unmatched value to its customers by strengthening their cyber defenses and safeguarding their business.