• Administrative involvement (internationally) in the daily management of files.
• Collaborative and supportive job.
• The jobholder is in contact with multiple internal stakeholders: Operations, Credit, Accounting and Treasury in TTA and TOTSA Geneva.
• The jobholder is in contact with multiple external stakeholders: Bank Credit Officer, Customers, Insurance Brokers, archive services providers.
• Use of digital /IT tools and TotalEnergies ETRM software.

Job Dimension

• The jobholder will take part of the workload of Operations for all grades (Crude, Petroleum Products, LPG, Biofuels and Petrochemicals), on cargo invoicing, incorporating administrative support in relation to invoicing and payment follow-up, including involvement in the inspections and storage invoices payment processes, on BL endorsement, document dispatch under open credit and through Letter of Credit guarantee,
• Provide support for the collection of insurance certificates.
• Archive documents.

Activities

• Receive and track documents, and record date of receipt in ETRM (Energy Trade & Risk Management) software “Medissys”.
• Carry out the shipments invoicing processes In & Out, upon approval of provisional and/or final pricing and quantity figures.
• Participate to the working capital requirements for the quarter closings (discouting, banking Factoring, …etc…)
• Prepare documents for presentation to banks or counterparties and record date of sending in ETRM software “Medissys”.
• Upon approval by the Operators, generate payment for inspection /storage costs.
• Upon approval by the Operators, if the estimates are already entered in “Medissys” by the Operator in charge of the storage, generate payment for storage costs.
• Support the Operators in stock reconciliation, if needed.
• Prepare and collect insurance certificates from TTA’s insurance brokers.
• Prepare, scan and send the documents needed by Demurrage department in Paris.
• Follow up on aging report /unpaid list sent by Treasury, and support the Operators to prompt customers to respond to reminders.
• Analyse, in liaison with Accounting, and with the help of the Operators, suppliers’ and customers’ overdue accounts.
• Offer pro-active support to the Operators to calculate possible recoverable late payment interests.
• Perform daily monitoring of “Medissys” reporting screens at the request of the Operators and/or Operations Manager (payments approvals , Invoicing follow up , outstanding payments …etc…).
• Make improvement suggestions, with a digital mindset, to create better efficiency and productively deliver day-to-day work tasks.
• Maintain and manage the filing and archival of physical documents /e-documents in a methodical and logical manner for TTA and TOTSA.

• Bachelor’s Degree in Business, Mathematics, Logistics /Supply Chain, Maritime Studies or a related field
• At least 2 to 3 years of professional experience in the same function would be a plus
• Fluent in written and spoken English
• Proficiency in other language(s) will be an advantage
• Microsoft Office
• Rigourous
• Pro-active
• Team spirit
• Show and take initiative
• Commercially minded
• Receptive
• Curious
• Demonstrated digital mindset and the ability to acquire new digital skills is necessary