JOB PURPOSE

Check suppliers' invoices if received, registered, checked, matched, allocated, certified and approved for payment.

KEY RESPONSIBILITIES

• Validate Suppliers invoices in the oracle payables system after ensuring that invoices are duly checked and approved according to ensure that value added tax (VAT) amounts shown on supplier's invoices concerning Head Office are claimed back from the respective tax authorities.

• To ensure that invoices are raised on third parties/staff for services rendered to them.

• Receive the invoices/debit notes/credit notes from suppliers and check for applicability to Gulf Air. (Around 1,500 invoices per month and around 2,000 suppliers).

• In case any invoice does not belong to Gulf Air, arrange to return the same to the supplier.

• Register each invoice in the Accounts Payable System (EASY or AMOS) at header level.

• Check, verify and three-way match (invoice/order/receipt) the invoices as per valid contracts, orders, etc.

• Arrange to dispatch and distribute the invoices to the concerned department and maintain a record of the same in the invoice distribution register.

• Ensure to receive back the invoices from department concerned duly certified.

• Arrange to send the invoices (after system approval by superiors) with the form of payment as wire transfer to Treasury department and maintain a record of the same in the invoice distribution register.

• Invoices with the form of payment as check should be given to the filing clerk/peon for filing after system approval by superiors.

• Enter the internal invoices in the Accounts Payable System and process them in the same way as any other supplier's invoice.

• Enter the prepaid invoices in the Accounts Payable System and process them in the same way as any other invoice.

• Apply the subsequent invoices received to the prepaid invoices.

• Enter the property rent payable details in the Accounts Payable System and maintain records of the same as well as any other related correspondence in the files.

• Run the report of invoices processed in AMOS and transferred to EASY and compare the same with EASY. Differences if any to be checked and regularised in liaison with the user department and IT department.

• Run the accounts payable intercompany report as and when required. Ensure that the balance tally with the balance in the general ledger and thereafter forward the same to the General Accounts section.

• Ensure that VAT and other taxes are properly checked and allocated on the invoices and entered in the AP system.

• Run the VAT reclaimable invoices report monthly.

• Arrange to retrieve the invoices with the supporting documents from the files as per the VAT report.

• Arrange for copies of the retrieved VAT invoices with the supporting documents which are to be retained for records.

• Send the retrieved original VAT invoices along with the supporting documents under a covering memo to the concerned financial controller for his / her reclaiming the VAT amounts.

• Correspond with suppliers for subjects relating to invoices, …etc.

• Ensure to receive the details of services rendered to third parties/staff from various departments.

• Arrange to raise invoices on third parties/staff for services rendered to them/on their behalf.

• Work closely with Divisional Control, Outstation Finance and other departments concerning suppliers' invoices.

• Carry out any other work relating to suppliers' invoices.

• Any other work relating to the section.

EDUCATION / QUALIFICATIONS

Bachelor’s degree in Finance, accounting or equivalent.

EXPERIENCE

Minimum of 0-1 years of relevant experience

JOB SPECIFIC SKILLS & ATTRIBUTES

• Good computer knowledge.

• Good knowledge of Oracle Financial Modules (Accounts Payable and General Ledger)

• Good command of English.