Chargeback Officer
Rabat, MOROCCO
Job description
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About the Entity:
AXA is becoming a sustainable tech-led company and at AXA Group Operations we are one of the major catalysts for this transformation.
We set the tone by triggering and empowering the evolution of our insurance business model through technology and innovation, driving its concrete implementation globally at speed, with a high quality of advisory and execution.
We are present across 17 countries with committed, highly qualified teams. We leverage technology, data, sourcing, security, and investment allocation in a global way, but also achieve economies of scale and synergies when necessary.
At AXA Group Operations, we want to be recognized in three fields of action:
- State-of-the-art Data Technology to drive customer experience.
- State-of-the-art Procurement & Sourcing to drive efficiency and better manage risks.
- High-Performing Global Team for stronger partnerships with AXA entities
Context:
Attached to the Group Procurement & Sourcing division within AXA Group Operations SAS, the CESAME department is responsible for managing global Software contracts on behalf of AXA Group entities. These contracts are used by AXA Group Operations entities as well as operational entities (clients or non-clients of AXA Group Operations). For contracts eligible for CESAME management, the invoices from our suppliers are paid by AXA Group Operations, and at the same time, the entities participating in the global contract are re-invoiced amounts based on product usage (inventory basis) or predefined and accepted allocation keys.
Missions:
- Develop, in collaboration with finance and operational teams, the key allocations for re-invoiced contracts (once per year per contract).
- Manage the re-invoicing to AXA Group entities of global contracts with the support of the License Manager and Contract Manager for defining the licensing model and declarations/allocation keys, finance for payment, billing instructions, and tax elements, and legal for administrative aspects related to intra-AXA contracts.
- Manage the P2P Process by placing orders and organizing supplier payment in accordance with the global contract provisions.
- Perform necessary reminders in coordination with the Cash Collection team to ensure payment of all invoices or escalate as needed in case of non-payment or disputed invoices.
Responsibilities:
The Charge-back Officer is responsible for monitoring the following activities for the contracts they oversee:
- Manage the relationship and communication with contract clients throughout the Charge-back process.
- Stay informed of billing and tax specifics (Withholding Tax, VAT, etc.) and keep an updated dashboard in collaboration with finance.
- Maintain an updated contact database for each contract, specifying points of contact for escalations.
- Work with finance to implement an efficient process for managing re-invoicing.
- Collect information related to volumes when necessary with the help of the License Manager to define or understand allocation keys for clients.
- Prepare, verify, and communicate quotes to entities, ensuring that amounts are accurate and include all specifics (service fees, taxes, etc.).
- Collect financial commitments from entities via purchase orders and verify the accuracy of information.
- Assist the Billing/Cash Collection team in sending invoices upon receipt of payments (escalation point).
- Escalate to management when necessary (purchase order not received, payment not sent) and propose solutions to resolve the situation.
- In coordination with the Contract Manager and finance, create and update a billing calendar by contract in relation to the contractual payment obligations for supplier invoices to minimize financial charges in case of negative cash flow.
- Organize supplier payments in accordance with the global contract provisions, verifying invoices and creating purchase orders.
- Link supplier orders to client re-invoicing.
- Maintain an updated KPI dashboard for overall financial tracking by contract within their scope (status of re-invoicing, supplier orders, etc.) and communicate it weekly to management.
Desired profile
Qualifications :
Your Profile :
· Understand the main contractual points and financial and tax mechanisms.
· Curiosity to understand the technical issues related to software contracts. A broad view of licensing models, relying on the License Manager for technical questions regarding new products and changes to licensing models.
· Ability to propose or adapt billing mechanisms at a global level to define allocation keys.
· Ability to comprehend and organize the administrative dimension of the role.
· Reporting: anticipate and escalate various issues (legal, tax, etc.) and payment delays with a sense of organization and autonomy.
· Developed communication skills to ensure a good relationship with clients and suppliers based on trust and reliability.
· Team spirit and ability to develop an internal network with other teams.
· Good proficiency in Excel.
· Fluent in English.