Senior Distribution Officer

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About the role

JOB DESCRIPTION: Primary Purpose of the Position The Sr. Distribution Officer will be responsible for managing distributor claims, agreements and contracts with service providers, ERP transaction processing, reporting, compliance documentation, and coordination with cross-functional teams. The role requires ensuring timely and accurate claim settlements, maintaining contractual compliance, supporting distribution operations, and driving process efficiency while adhering to internal controls, SOPs, and audit requirements. Key Responsibilities Distributor Claims Management • Coordinate collection and validation of distributor Trade Offer claims. • Verify FOC supporting documents and claim-related records submitted by distributors. • Ensure timely issuance and processing of distributor shelf rental claims. • Address distributor queries and special approval requests as per management approvals. • Prepare stock consumption letters for assigned regions. • Coordinate with Trade and Finance teams to ensure timely resolution and processing of claims. Agreements & Vendor Management • Prepare MOUs, Agreements, and Amendments with transporters and service providers after completion of the required approval process. • Verify transporter and vendor invoices against approved commercial terms and rates. • Coordinate with vendors and depots regarding invoice queries and billing discrepancies. • Maintain complete contractual documentation and records. ERP & Financial Transaction Management • Post documents and transactions in ERP/BPCS systems and maintain accurate records. • Verify and process Credit Notes, Debit Notes, customer payments, and service bills. • Manage posting of customer credit notes for assigned regions. • Coordinate with Finance for resolution of transaction-related issues and timely postings. • Prepare Purchase Requisitions in accordance with company procedures. Reporting & Data Management • Prepare and publish daily operational reports. • Generate analytical reports to support business decision-making. • Maintain updated records, databases, and trackers to ensure information accuracy. • Support management through data analysis and reporting. Compliance & Controls • Support quarterly compliance and audit requirements through proper documentation control. • Ensure adherence to departmental SOPs and internal controls. • Maintain complete and accurate documentation for all operational activities. • Support audit requirements by ensuring availability of complete supporting records. Pricing & Distribution Operations Support • Manage SKU pricing records, including batch-wise details. • Implement approved price changes in a timely manner. • Maintain complete control and accuracy of pricing information. • Provide operational support and undertake additional assignments as directed by management. Required Skills & Competencies • Strong analytical and numerical skills. • Excellent logical reasoning and problem-solving ability. • Strong interpersonal and communication skills (verbal and written). • Effective time management and organizational skills. • Proficiency in ERP systems and Microsoft Office applications, particularly Excel. • Ability to manage multiple priorities with accuracy and attention to detail. • Strong team player with the ability to coordinate across functions. • Knowledge of distributor claims management, contracts administration, and documentation control will be an added advantage. Education/ Knowledge & Experience • University graduate, Business or equivalent disciplines • 2-3 years’ experience in Pharma or relevant company in similar capacity • Good analytical, communication, and coordination skills • Hands on experience of MS Office The base pay for this position is N/A

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