Billing Engineer

Role & responsibilities

1. Verification of Vendor Bills:

(i) Invoice compliance checks: Check each invoice for compliance with agreed milestones

and payment terms, proper documentation including measurement sheets, RA bills, HR

Compliance (i.e. labor laws, BOCWW cess etc.) service entry sheets, gate passes, and

GRNs, and applicable deductions such as retention money, LDs, and advances adjusted.

(Certification of Civil, Electrical and Mechanical bills is being done by third party: to

ensure strict adherence to the contractual provisions, BOQ, and actual site execution

progress).

TAT for invoice verification will be T+1, considering max. 100 number of invoices per day

on FIFO basis.

(ii) Bill tracking and validation: Maintain a tracker of verified bills along with date and time

of receipt & approval of invoice by PMA, observations, rejections, and pending

clarifications.

(iii) Highlight Irregularities: Highlight irregularities such as duplicate billing, billing beyond

contractual scope, delays in submission or backdated invoices.

2. Project Expenditure Prior to PMA Engagement:

(i) Conduct a review of historical project expenditure incurred prior to PMA Engagement

and give a onetime report along with observations.

(ii) The review encompasses verification of supporting documents, evaluation of compliance

with contractual terms, and assessment of physical progress achieved vis--vis the

reported expenditure. This includes reviewing execution timelines, material delivery, site

readiness, and work completion stages.

3. Daily Payment Approval (including advance):

(i) Payment Approval Process Implementation: Payment Approval by the PMA to be

established to ensure that all disbursements are thoroughly vetted prior to release. The

person responsible for approval of payments will have to be different than person

responsible for approval of invoices.

(ii) Payment Request Compilation: The Project team will compile and submit a detailed

payment request along with all necessary supporting documents to PMA for verification.

(iii) Verification: Each payment proposal will be subjected to verification for contractual

compliance, alignment with physical progress (based on third party certification),

accuracy of calculations and deductions, validity of supporting documentation.

TAT for payment verification will be T+1, considering max. 100 number of payment

proposals per day on FIFO basis.

(iv) Formal Approval: The company shall release payment only upon receipt of a formal

consent letter from PMA, explicitly approving the payment after due diligence. Maintain

a tracker along with date and time of receipt & approval of payment proposal by PMA.

4. Project CAPEX Cost Actual vis--vis Budget:

(i) Monitor CAPEX cost: Monitor and review actual project cost against the approved

expenditure.

(ii) Flag Deviations: Flag any deviations, overruns, or reallocation of funds between cost

heads and assess their justifications and approvals.

5. Physical Progress Monitoring (Monthly):

(i) Monitor Construction Progress: Monitor the physical progress of the thermal power plant

construction across all major work fronts including civil works, structural erection,

mechanical installations, electrical systems, and balance of plant (BoP) - against the

approved project execution schedule.

(ii) Conduct Site Visits: Conduct regular site visits and deploy experienced technical team to

verify actual work progress vis--vis project milestones and package-wise timelines.

(iii) Report Deviations: Reporting deviations, bottlenecks, and flags affecting critical path.

(iv) Monthly Progress Report (MPR): Review, ensure accuracy and certification of the MPR

reporting (i.e. PMA to be part of approver before the MPR is circulated).

6. Movement of Project Inventory and Materials:

(i) Process Review: Review the inward/outward process of materials and high-value

equipment, including inspection protocols, documentation (IC/GRN), storage conditions,

insurance coverage, and subsequent consumption tracking (including monitoring on

sample basis of material inspection).

(ii) Free-issue Materials and High value items: Conduct physical verification of free-issue

materials and high-value equipment issued to contractors.

(a) Free-issue materials Review to be done 100%

(b) High Value items (before each PV date stock report to be extracted from SAP and

80% of the total value is to be considered as high value items for verification.) -

Review to be done 100%

(c) Low Value items - Review to be done on sample basis (sample size 10-20%)

Physical verification to be done in the last week of the month.

(iii) Stock Reconciliation: Verify and reconcile material movement across various locations

(stores, contractors, and work fronts) with SAP entries and stock registers.

(iv) Deployment of Equipments: Assess alignment of material deployment (especially highvalue

equipment & critical Items) with the approved project execution schedule and

contractor billing milestones.

(v) Surplus/Scrap/Mandatory Spare Oversight: Oversight on disposal of surplus/scrap and

verification of mandatory spare and material return processes.

(vi) Discrepancy Reporting (Daily as well as Monthly): Identify and report any discrepancies,

delays, idle inventory, or potential risks of pilferage or misappropriation.

7. SOPs, DOA & Compliance:

(i) SOP Adherence Review: Review adherence to SOPs and Delegation of Authority (DOA)

across key project functions.

(i) DOA Matrix: Verify and ensure that all transactions and approvals w.r.t. billing, payments

and inventory management are in line with the authorized limits defined under the DOA

matrix.

(ii) Process Improvement: Identification of gaps in process flows and recommendations for

improvement.

8. Adequacy of Insurance:

(i) Policy Review: Review the adequacy and validity of insurance policies covering project

assets, including but not limited to project insurance, marine/transit insurance, storage,

and erection all risks (EAR) policies.

(ii) Coverage Verification: Verify that the sum insured, coverage terms, and risk exclusions

are appropriate for the nature and value of the assets being protected and align with

contract requirements and lender guidelines.

(iii) Renewal Tracking: Ensure timely renewal of insurance policies and track endorsement of

any changes in scope, value, or duration of coverage.

(ii) Report & Deliverables:

(i) Monthly Reporting: Prepare and submit to CPO, CFO and CEO, a detailed monthly report

(format as attached) capturing day-to-day project activities, along with key observations

on all critical areas outlined in the scope of work. Report to be shared by 15th of next

month along with CAPA (Corrective Action Preventive Action).

(ii) Report to include: Updates on physical progress, contract compliance, inventory

movement, billing verification, discussion with the vendors (sample based) for issues

faced, and any identified risks or deviations from planned schedules and procedures.

(iii) Provide a comprehensive monthly report summarizing project expenditure and cash

outflows vis--vis the approved project budget.

(iv) The report shall also highlight major observations noted during the month, including

analysis of cost variances, schedule adherence, material utilization, and status of

corrective actions initiated on previously reported issues.

(v) Daily Report: A daily tracker to be shared covering the number of invoices verified in the

day out of the total invoices received. Ensure invoices are verified on FIFO basis.

Preferred candidate profile

Even 50% of above task covered can also apply.

WORK LOCATION : Aurangabad, Maharashtra

Bachelor Accomodation and Local Transportation will be provided by the Company.