JOB PURPOSE

Responsible for the overall management of payables invoices.

Ensure that the payables are completely and properly accounted for, maintained and reconciled.

Provide data/information for budgeting and cost accounting, as well as for financial, and economic management.

KEY RESPONSIBILITIES

• Ensure that Suppliers invoices are received, registered, checked and verified, allocated, matched, certified, and approved correctly and promptly.

• Validate Suppliers invoices in the oracle payables system after ensuring that invoices are duly checked and approved according to the company’s procedures and limits of authority.

• Liaise with Treasury department to ensure that payments are made on time without damaging the company’s image or causing financial loss, and that contractual obligations are met.

• Ensure that the accounts payable accrual account is reconciled, and necessary clearance action is taken.

• Ensure accounts are opened, amended and closed correctly for suppliers.

• Ensure that trade suppliers, related parties and employees control accounts are reconciled monthly and the outstanding items in the reconciliation are cleared promptly.

• Ensure that the Suppliers statement of accounts is reconciled with the balances as per Gulf Air’s suppliers' ledgers monthly and ensure that the outstanding items in the reconciliations are cleared promptly.

• Reconcile the prepayment account for trade suppliers, related parties and employees monthly and ensure clearance of the outstanding items in the reconciliations.

• Reconcile VAT accounts monthly and ensure that all invoices sent to FCs and the outstanding items in the reconciliations are cleared promptly.

• Ensure that all relevant documents relating to suppliers are filed and secured.

• Maintain Suppliers Master file in the Oracle payables system.

• Provide support to accounts payable system users, assist in training, and resolve daily queries.

• Ensure that correct payment type has been set in the Oracle payables system for the payment of the invoices.

• Undertake ad-hoc investigations / work as requested by the Manager Accounts Payable and Senior Manager Financial Accounting.

• Handle the daily mail and distribute the documents to the staff concerned.

• Monitor the Balance Sheet items relating to Suppliers to ensure that balances in the accounts are reasonable and at accepted level.

• Attend to the queries of staff and explain/clarify any gray areas in order to ensure the smooth running of work.

• Assist in the month end and year end closing of accounts work.

• Provide the Manager Accounts Payable/Senior Manager Financial Accounting with necessary information concerning debit balances in supplier’s accounts to facilitate the recoveries.

• Assist in making necessary provisions in the books of accounts concerning debit balances in the supplier’s accounts which are doubtful of recovery.

• Aid the Company’s internal and external auditors. Review and comment on audit recommendations concerning accounts payable and ensure that agreed recommendations are implemented.

• Review Suppliers accounts and age analysis of Suppliers balances and highlight to Manager Accounts Payable/Senior Manager Financial Accounting any abnormalities observed.

• Close liaison with departments to monitor contracts/rates and to ensure that certifying and approval of invoices are as per the limits of authority.

• Check the unallocated invoices & prepayment reports & ensure that the invoices are allocated /applied correctly & promptly.

• Supervise the preparation of the account’s reconciliations relating to accounts payable section and ensure the prompt action is taken to clear outstanding items.

• Continuously update the files relating to suppliers’ contracts and ensure that invoices received without valid contracts are acted as per the stipulated procedures.

• Provide guidance and assistance to staff in understanding the finance manuals and interpreting IATA rules/procedures.

• Ensure that the administrative needs of the staff are investigated, recommend leave applications depending on work contingencies, recommend office material requisitions, rebate applications and likes, evaluate staff progress and productivity, enforce disciplinary measures, and recommend job confirmations, increments and promotions in the deserving cases.

• The job holder must function as a back-up super user to control / monitor the operations of the accounts payable system. The main additional jobs / responsibilities involved as a back-up super user are as under:-

1. Functional Support by the set-up and configuration of the application, and the resolutions of day-to-day problems/issues related to the usage of the system, transaction entry, transaction processing, month-end closing, data extraction (running standard or user-defined reports, or exporting of data), and end-user training.

2. A super-user is responsible for the following within his/her assigned module:

3. Being the first point of contact for the users to whom system problems/issues are raised, a super-user must explore all possible options for resolving such issues, including consulting manuals or utilizing the “Test” (CRP1) system for finding the solution. It is expected from super-users to resolve all minor issues, and they should only escalate to the system administration office those issues that are complex, or solutions where there may be a possible risk related to controls, or processes in other modules.

4. Exercise control over key tables or configurations, e.g. master files or transaction type definitions.

5. Check and reconcile system control accounts against listings/reports on a monthly basis and recommend/process appropriate corrective actions to address discrepancies.

6. Perform month-end closing procedures.

7. Train new users in the usage of the system.

8. Advise users on available standard reports for their reporting requirements and review/filter users’ requests for report customization prior to submission for development.

9. Advise the system administration office on definitions for user responsibilities and user access menus.

10. Advise the system administration office on creation of new users, deactivation on leavers, and changes in user access profiles through the User Maintenance Form in a timely manner.

EDUCATION / QUALIFICATIONS

Bachelor’s degree in Finance, accounting or equivalent.

EXPERIENCE

Minimum of 2 years of relevant experience

JOB SPECIFIC SKILLS & ATTRIBUTES

• Attention to detail

• Ability to communicate and influence effectively.

• Professional discretion and ability to handle confidential information