Senior Distribution Officer

The Senior Distribution Officer plays a critical role in managing distributor claims, agreements, contracts with service providers, and ERP transaction processing. This position ensures timely and accurate claim settlements while maintaining compliance with contractual obligations and internal controls. The role involves close coordination with cross-functional teams, supporting distribution operations, and driving process efficiency in line with company SOPs and audit requirements.

Key Responsibilities

Distributor Claims Management:
Coordinate the collection and validation of distributor trade offer claims. Verify supporting documents and claim-related records submitted by distributors, ensuring timely processing of shelf rental claims. Address distributor queries and manage special approval requests in accordance with management guidelines. Prepare stock consumption letters for assigned regions and collaborate with Trade and Finance teams to resolve claims promptly.

Agreements & Vendor Management:
Prepare MOUs, agreements, and amendments with transporters and service providers following the required approval processes. Verify transporter and vendor invoices against approved commercial terms and rates. Liaise with vendors and depots to resolve invoice queries and billing discrepancies. Maintain comprehensive contractual documentation and records.

ERP & Financial Transaction Management:
Post documents and transactions accurately in ERP/BPCS systems. Verify and process credit notes, debit notes, customer payments, and service bills. Manage posting of customer credit notes for assigned regions and coordinate with Finance to resolve transaction-related issues. Prepare purchase requisitions in line with company procedures.

Reporting & Data Management:
Prepare and distribute daily operational reports. Generate analytical reports to support business decision-making and maintain updated records, databases, and trackers to ensure data accuracy. Provide management with data analysis and reporting support as needed.

Compliance & Controls:
Support quarterly compliance and audit activities by maintaining proper documentation control. Ensure adherence to departmental SOPs and internal controls. Maintain complete and accurate documentation for all operational activities to facilitate audit requirements.

Pricing & Distribution Operations Support:
Manage SKU pricing records, including batch-wise details, and implement approved price changes promptly. Maintain accuracy and control over pricing information. Provide operational support and undertake additional assignments as directed by management.

Required Qualifications

- University graduate in Business or related disciplines.
- 2-3 years of experience in the pharmaceutical industry or a relevant sector in a similar role.
- Strong analytical and numerical skills with excellent logical reasoning and problem-solving abilities.
- Proficient in ERP systems and Microsoft Office applications, especially Excel.
- Effective communication skills, both verbal and written, with strong interpersonal abilities.
- Excellent time management and organizational skills, capable of handling multiple priorities with accuracy.
- Ability to work collaboratively across functions as a strong team player.
- Knowledge of distributor claims management, contract administration, and documentation control is advantageous.

This role offers an opportunity to contribute significantly to distribution operations by ensuring compliance, accuracy, and efficiency in claims management and vendor coordination. The ideal candidate will bring a detail-oriented approach and the ability to manage complex processes within a dynamic environment.