Supplier Admin (Invoicing)

A. Job Purpose:

Manage the BMS Stores documentation procedures for spares and services received into the MRO. Ensure all established stores procedures are met. The primary responsibility of the position is monitoring inventory through checks and auditing invoices, confirming delivery, outstanding documentation, and resolving discrepancies. The role also ensures corrections to inventory counts and that all supplier and end-user documentation is completed within stated timescales.

B. Duties and Responsibilities:

• Process all receiving transactions from external and internal sources.
• Verify physical items and documentation, including parts and tooling airworthiness certificates.
• Maintain tracking documents to identify outstanding invoices, documentation, or other issues.
• Maintain a record of spares demanded, received, and billed over a monthly period.
• Record receipt of parts and tooling in the ERP.
• Issue parts and tooling upon request from maintenance.
• Maintain stores according to regulations, procedures, and policies.
• Ensure correct updates of receiving, binning, issuance, return to stock, and dispatch records in a timely manner.
• Update tooling due dates for calibration, load proof, and damage reports weekly in ERP or tracking folder.
• Check shelf-life expired items, remove them from shelves, and inform procurement for replenishment; update tracking folder accordingly.
• Check and update tracking folder for removed unserviceable parts daily; follow up on repair orders.
• Ensure parts for dispatch are packed appropriately and marked on boxes.
• Record delays and deferments due to supply for cost recovery reporting.
• Follow correct processes to comply with regulatory requirements for airworthiness and storage conditions of parts and equipment.
• Ensure storage conditions are correct (temperature and humidity).
• Ensure compliance with internal and external audit findings.
• Perform other tasks as instructed by the Line Manager.

C. Education:

Higher Diploma / Technical-Vocational or Secondary School

D. Experience:

Experience in Stores & Procurement Department – 5 years

E. Certification / Knowledge / Competencies:

• Knowledge of aviation stores functions
• Human Factor aviation maintenance training is an advantage
• Good knowledge of MS Office
• Fluent in written and spoken English is an advantage
• Maintain hygiene and a clean workplace
• Strong communication and problem-solving skills
• Act in a mature, well-organized, and professional manner as primary interface for stores-related issues
• Be innovative, self-motivated, enthusiastic, and willing to take responsibility

Job Type: Full-time