MAIN DUTIES & RESPONSIBILITIES

·        Maintain a neat, clean and well-groomed appearance. Specific uniform guidelines will be explained as a part of the orientation process.

·        Verification of all inventory invoices uploaded through MC received from Control.

·        Booking of direct purchase invoices.

·        Ensure correct exchange rate from Bank is taken while recording invoice in foreign exchange per vendor.

·        Flag and clarify any unusual or questionable invoice items or prices.

·        Reconciliation of invoices along with the Supplier SOA and Ageing.

·        Ensure that all invoices are attached along with the delivery note and PO and signed by the head of department.

·        Reconcile accounts payable transactions.

·        Prepare analysis of accounts.

·        Monitor accounts to ensure payments are up to date.

·        Research and resolve invoice discrepancies and issues.

·        Maintain vendor files.

·        Correspond with vendors and respond to inquiries in a timely manner.

·        Attend and respond to all emails and supplier calls on timely basis.

·        Request for updated Statements of Accounts from each supplier ensuring records from each party match before filing for payment.

·        Assist with month end closing.

·        Provide supporting documentation for both internal and external audits.

·        Maintain accurate historical records

·        Preparation of payment batches- Both Cheque and Internet Banking supported by:

(i) payment voucher from the system

(ii) remittance advice

(iii) Ageing per vendor

(iv) Invoices duly approved by respective HODs annexed with POs and GRNs

(v) supplier Bank account details

(vi) payment initiated on Internet banking

·        Ensure all the invoices are marked as posted and paid.

·        Ensure all cheque are duly signed by the respective signatories.

·        Recording of all cheque prepared and signed.

·        Verify with Assistant Financial Controller and/or Financial Controller before releasing payments.

·        Ability to work under pressure, required flexible working hours and meeting with deadlines.

·        Attend training and meetings as and when required.

·        Any other cognate duties may be assigned.

REPORTING

·        Extraction of AP Ageing as per cut-off date (last business date of the month)

(i) summary per vendor currency,

(ii) detailed per functional currency,

(iii) summary per functional currency

·        Extraction of invoices and SOAs from RHG extranet before finalizing month end closure

·        Sign on Batch of invoices summary report provided by control section.

CRITERIA

·        Minimum of 2 years of work experience in accounts payable or similar role.

·        Fluency in both English and French.

·        Proficiency in accounting software (e.g. Sage and Quickbooks or similar tools).

·        Knowledge of Opera, MC and Micros are a definite advantage.

·        Advanced Microsoft Excel skills and proficient in MS Office in general.

·        Knowledge of basic accounting procedures and principles.

·        Excellent attention to detail and accuracy.

·        Excellent organizational and time management skills.

·        Effective communication and teamwork abilities.

·        Ability to handle sensitive and confidential financial information.

·        Basic understanding of financial regulations and compliance.

·        Strong problem-solving skills and ability to resolve discrepancies.

·        Demonstrate highest standards of personal and professional integrity.