Commercial Officer

Role Overview

We are seeking a detail-oriented and proactive Commercial Officer to join our dynamic team. In this pivotal role, you will be responsible for ensuring the accuracy, compliance, and efficiency of all commercial documentation and transactions within our organization. Your expertise will be instrumental in maintaining seamless coordination between sales, logistics, finance, and external stakeholders, while upholding the highest standards of regulatory adherence and internal policies.

Key Responsibilities

• Documentation Management: Prepare and process delivery notes, sales invoices, credit notes, and debit notes in the ERP system, ensuring alignment with confirmed dispatches and order accuracy.
• Quality Assurance: Verify delivery details, pricing, and order accuracy before generating commercial documentation to prevent discrepancies and ensure compliance with internal and external standards.
• Cross-Functional Coordination: Collaborate closely with dispatch, sales, logistics, and finance teams to facilitate timely documentation of shipments, deliveries, and financial reconciliations.
• Record Keeping & Compliance: Maintain meticulous records of all commercial transactions in both digital and physical formats, ensuring readiness for internal audits and regulatory inspections.
• Regulatory Adherence: Ensure all commercial documents comply with VAT regulations, SOCPA standards, and WARAQ’s internal policies to mitigate legal and financial risks.
• Proof of Delivery (POD) Management: Follow up on POD collection, confirm customer receipts, and coordinate with finance to align invoicing and payment terms, including the issuance of credit notes.
• Export Documentation Support: Assist in preparing and verifying export documentation, including commercial invoices, packing lists, Certificates of Origin (COO), SASO compliance, and other shipping formalities.
• Discrepancy Resolution: Investigate and resolve discrepancies in invoices, product quantities, transport charges, or delivery notes by liaising with relevant departments to ensure accuracy and customer satisfaction.
• Performance Monitoring: Track and report on open delivery notes, pending invoices, and aged documentation, providing actionable insights to improve operational efficiency.
• Customer & Data Management: Update and maintain customer master data, payment terms, and documentation preferences in the ERP system to ensure seamless transactions and compliance.
• Reporting & Analysis: Prepare periodic documentation performance reports, including billing KPIs, delivery vs. invoice timelines, and documentation cycle times to support data-driven decision-making.
• Stakeholder Engagement: Liaise with external agents, transport companies, and customers to finalize shipment and billing requirements, fostering strong business relationships.
• Year-End Support: Assist in the year-end closing process by ensuring documentation completeness, proper filing, and reconciliation support to the Finance team.
• Process Improvement: Contribute to process enhancement initiatives by recommending improvements to documentation workflows and ERP utilization to drive operational excellence.

Qualifications & Skills

Education: Diploma in Business Administration, Supply Chain Management, or a related field.

Technical Skills:

• Proficiency in ERP systems, with a preference for SAP.
• Strong understanding of document control practices and commercial processes.
• Advanced proficiency in Microsoft Office Suite, particularly Excel and Outlook.

Soft Skills: Exceptional attention to detail, strong coordination abilities, and a high degree of organizational acumen.

Language Proficiency: Fluency in English is mandatory.

Experience

A minimum of 3 to 5 years of relevant experience in commercial documentation, finance, or supply chain operations is required. Prior exposure to ERP systems and a track record of ensuring compliance with regulatory standards will be highly advantageous.