Invoice Processor (928)

JOB DESCRIPTION

Organizational entity:
FINANCE Department

JOB TITLE
Invoice Processor

SITUATION IN ORGANIZATION
Reports to (n+1): Lead Accounts Payable
Reports to (n+2): Finance Controller

ACCOUNTABILITIES

• Comply to P2P process by verifying, processing, and timely settlement of invoices and expenses claims, including follow-up of receivable collection.
• Liaise with stakeholders to solve problems related to outstanding invoices and contribute to promote best practices.

JOB DIMENSIONS

• Transactions volume: costs between 1.0 and 1.5 G$ per year, 40,000 to 50,000 invoices per year for a team of 11 persons.

ACTIVITIES

HSE

• Knowledge and Observance of Company HSE policy, rules and procedures
• Participation to HSE activities and global improvement (e.g., referential, reporting, REX, audits, trainings, HSE action plans…)

Under the supervision of the Lead, Accounts:

Invoice processing:

• Comply to Purchase to Pay process for tasks related to AP activities.
• Verification, processing, and timely settlement of incoming invoices and expense claims.
• Review of received invoices for accuracy and supporting documents.
• Perform preliminary checks on invoices such as currency, dates, external commitment doc (PO, LPO, Call Off).
• Scanning of invoices and loading in ERP system (SAP-PALM).
• Initiating validation workflow (depending on doc type: ex. invoice, expense claim…).
• Processing booking of invoices: last review of the invoice before posting in the system.
• Ensuring that invoices are processed promptly to ensure payment within agreed supplier payment terms.
• Ensuring credit notes – when applicable – are received from suppliers promptly.
• Ensure non-compliant invoices are rejected and information provided to vendor in order to take corrective actions.
• Monitoring and chase up rejected invoices for re-submission.
• Prepare debit balances/aged creditors and propose corrective action to team leader to solve pending transactions.
• Taking phone calls from suppliers and dealing with queries as they arise, ensuring satisfactory conclusion for the supplier.
• Daily and timely follow-up and clearing of all issues received through accounts payable generic email.
• Setting up and maintaining supplier accounts, in accordance with company procedures, including reconciling supplier statements and resolving differences.
• Liaising directly with supervisor and Lead Accounts Payable, departments, and budget holders to resolve any issues.
• Ensure efficient communication with Cost Control, Contracts and Procurement, and Technical department on relevant issues.
• Prepare internal invoices when required.

Filing and Archiving and other duties:

• Other ad hoc duties, as requested by the Team Leader or Financial Controller.
• Prepare any required reports related to Accounts Payables and provide relevant statistics.
• Archiving documents according to defined procedures.
• Participate actively to provide required documents to auditors during their missions (internal, external, shareholders, and tax audits).

QUALIFICATIONS & EXPERIENCE REQUIRED (Competencies)

Skills:

• Proficient in Microsoft Office applications (mainly Excel and Word).
• Proficient in PowerPoint applications.
• Good knowledge of ERP system SAP and Invoice Management Process.
• Good knowledge of P2P process and good understanding of the roles of each contributor.
• Recurrent tasks requiring commitment and organizational skills.

Knowledge:

• ACCOUNTABILITY – Ability to work independently with minimal supervision.
• INITIATIVE – High level of self-motivation and determination.
• PROBLEM SOLVING/DECISION MAKING – Strong analytical skills with clear logical thinking and problem-solving ability to work to deadlines under pressure.
• QUANTITY/QUALITY OF WORK – Meticulous attention to detail; good understanding of NOC’s general and administrative cost; good coordination with internal customers – various teams in finance, cost controllers, buyers, etc.
• SERVICE ORIENTATION – Maintain good relation with external and internal customers by assisting promptly when the requests arise.

Qualifications:

• Education: Bachelor’s degree in Accounting. Preferably a CPA, CMA, CFA, or equivalent.
• Experience: 5 years’ experience in Finance department. 2 years’ experience in Account Payable.

Job holder:
Date: ______________

Visa Manager:
Date: ______________