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What are the Key Deliverables in this role?
Audit Coordination & Execution
- Collaborate & receive the monthly audit schedule from relevant stakeholders.
- Map Distribution Bases (DBs) to audit agencies, coordinating initial assignments.
- Share DB details with audit agencies and obtain confirmation of exact audit dates from each agency.
- Upload confirmed audit dates and agency mappings into the MAVIC platform for tracking and execution.
- Share auditors' MAVIC login credentials with concerned agencies & ensure DB-Auditor tagging’s are complete before the start of each audit to ensure seamless system access.
- Ensure auditors reach DB points on scheduled dates, initiate audits in MAVIC within the grace period and properly close audits post-completion.
- Ensure no cancellations occur after auditors arrive at DB locations. For Canceled audits, ensure the correct reason is captured in MAVIC for record and analysis.
Reporting, Tracking & Post Audit Activities
- Track and report on the status of all DB audits, highlighting exceptions or delays.
- Maintain comprehensive records in MAVIC of audit schedules, progress and completion across all DB points.
- Provide regular updates to stakeholders on audit status and compliance.
- Post completion of audits, coordinate with the logistics team to facilitate timely pick-up of expired stock from DB points.
- Share accurate data with logistics regarding which DBs have completed audits and the quantity of bags to be picked up.
Vendor & Commercial Management
- Support in finalizing commercials and agreements with audit agencies.
- Prepare Annual Operating Plan (AOP) budgets for audit activities; track expenses month-on-month against budgeted amounts.
- Generate Purchase Orders (POs) for audit agencies as per approved commercials and share with vendors.
- Receive invoices from audit agencies post-audit, verify man-day charges and approved incidental expenses.
- Create Service Receipt Notes (SRNs) and process invoices for timely payment, ensuring accuracy and compliance with internal timelines.
Process Improvement & System Usage
- Drive adoption and effective use of MAVIC platform for scheduling, tracking, and closing audits.
- Complete Audit agency life cycle (onboarding & deactivate) in MAVIC on timely manner.
- Identify process improvement opportunities in audit coordination or vendor management; recommend digital solutions where applicable.
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