Finance Assistant Payables

Opening Period: 11/11/2024 – 11/16/2024

Series/Grade: L (2)

Salary: Competitive

Who May Apply: All Interested Applicants

Duration Appointment: Indefinite subject to successful completion of probationary period

The work schedule for this position is: Full Time, 45 hours per week.

Start date: Candidate must begin working within a reasonable period.

Supervisory Position: No

Duties:

• Receive, verify, and process vendor invoices, ensuring accuracy and completeness.
• Match invoices with purchase orders and goods receipts to confirm pricing, quantity, and terms.
• Code and enter invoices into the accounting system for approval and payment processing.
• Prepare and process payment batches, including checks, bank transfers, and online payments, as per scheduled payment terms.
• Ensure timely payments to vendors to maintain good relationships and avoid late fees.
• Record payments accurately in the accounting system and maintain proper documentation.
• Regularly reconcile accounts payable records with vendor statements to identify discrepancies or unpaid invoices.
• Work with vendors and internal teams to resolve discrepancies, adjustments, and other issues that affect account accuracy.
• Assist in reconciling the accounts payable ledger to ensure that all payments are properly accounted for.
• Maintain accurate and up-to-date accounts payable records, ensuring that all transactions are documented and easily accessible for audits.
• File invoices, payment records, and correspondence with vendors in both digital and physical formats as per company policy.
• Assist in generating reports on accounts payable status, outstanding invoices, and payment schedules.
• Assist in the month-end and year-end closing processes by preparing accounts payable schedules and ensuring all transactions are recorded accurately.
• Provide supporting documents and data for internal and external audits related to accounts payable.
• Reconcile accounts payable sub-ledger with the general ledger as part of the month-end closing activities.
• Process employee expense reports, ensuring receipts and approvals are documented and expenses comply with company policy.
• Verify expense report submissions for accuracy, completeness, and adherence to budgetary and policy requirements.
• Ensure all payable transactions comply with regulatory  and company policies, particularly in areas such as tax deductions and procurement rules.
• Respond to vendor inquiries regarding payment status, invoice discrepancies, and account balances, . ensuring prompt and professional communication.
  Liaise with vendors to clarify invoice issues, resolve discrepancies, and negotiate payment terms when necessary.
  Support the Accounts Payable Manager in maintaining positive vendor relationships by addressing concerns in a timely and respectful manner.
• Work closely with procurement, finance, and warehouse teams to resolve invoice discrepancies, ensuring smooth workflow between purchasing and finance.
  Collaborate with internal departments to ensure expenses are approved and accounted for accurately.
  Support ad hoc projects and initiatives within the finance department as required by the Finance Manager or Accounts Payable Manager.

Qualifications

EDUCATION:

Bachelor’s degree in Accounting, Finance, Business Administration, or a related field preferred; associate degree or equivalent experience may be considered.

Experience:

• 1-3 years of experience in accounts payable, finance, or general accounting roles.
  Experience working with ERP or accounting software for processing accounts payable and generating reports.
• Previous experience in a customer-facing financial role or a procurement support role is advantageous

JOB KNOWLEDGE:

• Understanding of accounts payable processes, general ledger entries, and basic accounting principles.
• Experience with accounting software, such as QuickBooks, SAP, Oracle, or other ERP systems, and Microsoft Excel for data entry, reporting, and analysis.
• Familiarity with the full accounts receivable cycle, from invoicing to collections and account reconciliation.
• Familiarity with the complete accounts payable cycle, including invoice verification, approval, and payment processing.
• Basic ability to prepare accounts payable reports and interpret financial data relevant to payables.
• Evaluations: (This may be tested)

LANGUAGE: English level IV (Advanced knowledge)

Reading/Writing/Speaking is required.

SKILLS AND ABILITIES:

• Strong ability to perform basic to intermediate accounting calculations, analyze financial data, and identify discrepancies in account records.
• High level of accuracy in processing payments, preparing invoices, and maintaining records
• Ability to manage multiple accounts and prioritize tasks effectively to meet deadlines.
• Strong written and verbal communication skills for interacting with customers, resolving billing inquiries, and collaborating with internal teams.

Announcement Number: DB-2024-31

How to Apply:

1. All interested candidates who meet the required qualifications and experience are invited to submit their CVs, Cover Letter & Academic documents (addressed to the Head Human Capital)
2. All Application documents should be merged as one document in PDF or .DOC/.DOCX, which should not exceed 10MB
3. Applications should be sent by email to [email protected] with the JOB TITLE IN THE SUBJECT LINE.
4. Should you not hear from us within fourteen (14) days from the closing date of this advertisement, you may consider your application to be unsuccessful.

Deadline: 16th November 2024 by 5:00PM

Thank you for your application and vour interest in working at Dei Group