Accounts Payable Officer

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Job description

Reports to

• Accounts Payable Team Leader
• Head of Finance

Scope of the post

The Accounts Payable Officer plays a vital role in managing accounts payable functions for multiple entities within the AVASK group of companies operating across different countries, utilising the NetSuite ERP system. This role involves processing invoices, coordinating payments with Treasury, reconciling vendor accounts, and ensuring compliance with local regulations and company policies across various jurisdictions.

Key Accountabilities

Responsibilities:

1. Invoice Processing:

• Review and process vendor invoices from multiple entities within the NetSuite ERP system, ensuring accuracy, completeness, and compliance with local tax regulations and company policies.
• Verify invoice details, including currency conversion, tax calculations, and coding, in accordance with applicable chart of accounts and project codes.

1. Multi-Currency Transactions:

• Manage transactions in multiple currencies, ensuring accurate currency conversions, exchange rate updates, and compliance with foreign exchange regulations.
• Support the reconciliation of foreign currency accounts and monitor exchange rate fluctuations to minimise foreign exchange risk and optimise cash management.

1. Entity-Specific Vendor Management:

• Maintain vendor records in NetSuite for each entity, including updating contact information, payment terms, tax identification numbers, and banking details.
• Communicate with vendors across different entities, languages, and time zones regarding invoice inquiries, payment status, and account reconciliations in a timely and professional manner.

1. Payment Processing:

• Coordinate payment runs with Treasury for multiple entities, including checks, electronic transfers, and international payments, in compliance with local payment regulations and banking requirements.
• Verify accuracy of payment amounts, bank account details, and supporting documentation before finalising payments to vendors.

1. Tax Compliance:

• Ensure compliance with local tax regulations, including VAT/GST, withholding tax, and other indirect taxes, for each entity where the company operates.
• Assist in the preparation and submission of required tax filings, reports, and remittances in accordance with statutory deadlines and reporting requirements.

1. Entity-Specific Account Reconciliation:

• Reconcile accounts payable ledger for each entity in NetSuite to ensure accuracy and completeness of financial records.
• Investigate and resolve discrepancies or outstanding items on vendor statements, aging reports, and general ledger accounts for each entity.

1. Reporting and Analysis:

• Generate accounts payable reports and analyses for each entity within NetSuite, such as aging reports, cash flow projections, and vendor performance metrics.
• Support month-end and year-end closing activities, including accruals, adjustments, and reconciliations as required for each entity.

1. Ad Hoc Assignments:

• In addition to core responsibilities, perform ad hoc tasks and special projects as assigned by management.
• Ad hoc assignments may include process improvement initiatives, system enhancements, or other projects aimed at optimising financial operations and achieving business objectives.

Knowledge, skills, and abilities

• AAT Level 4 Qualified or Qualified by experience preferred.
• Experience in accounts payable or finance roles, preferably with exposure to multi-entity operations and NetSuite or similar ERP systems.
• Understanding of international accounting principles, taxation, and regulatory requirements across different jurisdictions.
• Proficiency in Microsoft Office suite, particularly Excel, and ability to learn and adapt to new software systems quickly desirable.
• Attention to detail, organisational skills, and ability to prioritise tasks in a fast-paced environment.
• Effective communication and interpersonal skills, with the ability to collaborate with cross-functional teams and external stakeholders.

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