Context and Environment

The role operates within a complex market environment with various regulations, a constrained supply system, and numerous Oil Marketing Companies (OMCs). Imports are planned two to three months in advance, requiring accurate forecasting and strong attention to detail.

The position involves regular interaction with suppliers, customers, Tanzania Revenue Authority (TRA), Petroleum Bulk Procurement Agency (PBPA), and internal staff during document processing. Some stakeholders may be less cooperative, requiring patience, professionalism, and effective communication.

Accuracy is highly important because the role involves handling documents connected to large financial payments. Many duties are tied to strict deadlines, requiring strong time management, dedication, and concentration.

Key Responsibilities

HSEQ

The job holder will be responsible for supporting health, safety, environment, and quality requirements through:

• Applying Safety Management Systems.
• Ensuring product quality control in line with Tanzania quality specifications as set by the Tanzania Bureau of Standards (TBS).

Transit and Hospitality Cost Build-Up and Invoicing

The job holder will ensure timely and accurate preparation of cost build-ups and memos for invoicing.

Key duties include:

• Preparing cost build-ups for transit customers covering product, hospitality, and handling charges.
• Communicating cost build-ups to the respective parties.
• Preparing cost build-ups for local customers covering hospitality and handling charges.
• Ensuring customers are able to pay on time and uplift products.
• Completing the process within the latest two working days from the date of outturn.

Hospitality Billing

The job holder will support timely and accurate hospitality billing processes.

Key duties include:

• Ensuring all invoices, credit notes, and debit notes for hospitality are prepared on time.
• Dispatching invoices and related documents to the respective customers.
• Providing monthly analysis of earned hospitality income compared to budgeted income.
• Assisting in responding to hospitality customer queries on time.

Hospitality Contracts

The job holder will ensure proper management and validity of hospitality and product contracts.

Key duties include:

• Ensuring all hospitality and product contracts with GAPCO and Total are valid.
• Updating contracts on time once they expire.

Hospitality Income Reporting

The job holder will maintain accurate updates and reporting on hospitality income.

Key duties include:

• Updating the hospitality income file daily.
• Reporting monthly earned income and collections to the Supply Manager.
• Ensuring the monthly report is submitted by the 28th day of each month.

Collections

The job holder will support timely collection of hospitality invoice payments.

Key duties include:

• Ensuring all hospitality invoices are paid on time by customers.
• Conducting daily follow-up on overdue invoices.

Hospitality Second Billing

The job holder will closely coordinate with the Stocks Controller to ensure timely second and subsequent billing processes.

Key duties include:

• Following up to ensure workings for received products are completed.
• Ensuring memos for second, third, and subsequent billing are prepared.
• Making sure all related billing work is completed by the 25th day of each month.
• Forwarding invoices to customers for payment before complete uplift.

Hospitality Loading Orders

The job holder will monitor customer orders to ensure timely processing and proper controls.

Key duties include:

• Closely following up on all customer orders to avoid delays in processing.
• Ensuring customer orders are loaded appropriately.
• Ensuring no orders are loaded where overdue invoices exist, unless a waiver is approved by a superior.

Reporting and File Management

The job holder will ensure reliable reporting and proper file management.

Key duties include:

• Ensuring timely, reliable, and accurate reporting for all activities.
• Ensuring proper file saving and confidentiality.
• Adding value by regularly proposing improvements in file management and topic management.

Candidate Profile

The ideal candidate should have:

• A bachelor’s degree in a business-related field.
• Product knowledge.
• Knowledge of customs procedures on importation.

Additional Information

TotalEnergies values diversity, promotes individual growth, and offers equal opportunity careers.

• Applying Safety Management Systems.
• Ensuring product quality control in line with Tanzania quality specifications as set by the Tanzania Bureau of Standards (TBS).
• Preparing cost build-ups for transit customers covering product, hospitality, and handling charges.
• Communicating cost build-ups to the respective parties.
• Preparing cost build-ups for local customers covering hospitality and handling charges.
• Ensuring customers are able to pay on time and uplift products.
• Completing the process within the latest two working days from the date of outturn.
• Ensuring all invoices, credit notes, and debit notes for hospitality are prepared on time.
• Dispatching invoices and related documents to the respective customers.
• Providing monthly analysis of earned hospitality income compared to budgeted income.
• Assisting in responding to hospitality customer queries on time.
• Ensuring all hospitality and product contracts with GAPCO and Total are valid.
• Updating contracts on time once they expire.
• Updating the hospitality income file daily.
• Reporting monthly earned income and collections to the Supply Manager.
• Ensuring the monthly report is submitted by the 28th day of each month.
• Ensuring all hospitality invoices are paid on time by customers.
• Conducting daily follow-up on overdue invoices.
• Following up to ensure workings for received products are completed.
• Ensuring memos for second, third, and subsequent billing are prepared.
• Making sure all related billing work is completed by the 25th day of each month.
• Forwarding invoices to customers for payment before complete uplift.
• Closely following up on all customer orders to avoid delays in processing.
• Ensuring customer orders are loaded appropriately.
• Ensuring no orders are loaded where overdue invoices exist, unless a waiver is approved by a superior.
• Ensuring timely, reliable, and accurate reporting for all activities.
• Ensuring proper file saving and confidentiality.
• Adding value by regularly proposing improvements in file management and topic management.

• Product knowledge.
• Knowledge of customs procedures on importation.

• A bachelor’s degree in a business-related field.