Accountant Accounts Payable

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Description

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• The accountant shall ensure that all entries into the systems (including bank portals) are authorized, complete and accurate; and payments are made on a timely basis.
• Accurate banking information of vendors/partners/consultants/staff are duly captured and updated in their system profiles & bank payment portal.
• Preparation of payment vouchers and checks/TT Forms.
• System invoice & payment registrations.
• Payments are made to vendors, consultants, partners & employees in a timely manner.
• Payment requests from Country Offices are duly processed for payment (from HQ).
• Follow up with procurement to clear any issues in the P2P process.
• Work with Treasury function to ensure that there is adequate fund for payments to vendors, service providers, partners and collaborators & staff via telegraphic transfers or checks.
• Assist the Financial Services Unit in various projects to enhance operational effectiveness and efficiency, including the establishment of centralized invoice receipt, automated batch payment runs and periodical compliance reporting. 
• Facilitate the annual financial audit of WorldFish, as well as other project audits (which include the analysis and follow-up of AP balances).
• Manage AP Mailbox & follow up AP issues in AP mailbox.
• Compile relevant tax invoices to claim the tax refund from the Royal Malaysian Customs (SST). The incumbent shall ensure that all tax invoices are filed systematically to enable easy retrieval and audit.

• Reconcile AP Control Accounts (Vendors, Partners and Consultants) in the GL to Sub-ledger balances every month. Investigate and resolve the open items within 30 days as well as provide the necessary support and liaise with Country Offices/Local Finance Teams for the purpose and escalation if necessary.
• Perform tracking and analytical review on the age of payable balances.
• Aged payable balances are duly settled/paid and cleared from the GL or reconciled to Sub-ledger balances every month.
• Expenses and liabilities as at each month-end are duly recorded as at the cut-off date and time (for reporting purposes).
• Perform any re-classification request by Project Accountant.
• Verified & Reconciled Account Statement given by Vendor. 
• Ensure all posting to the realized and unrealized forex codes are correct, timely and accurate.  

• Ensure that payments are made in accordance with published Payment Schedules throughout the year and ensure that the distinction between advances / deposits / prepayments and expenses are consistently applied.
• Ensure no duplicate booking of expenses particularly across fiscal years and advances / accruals / provisions are reversed / utilized accordingly.
• Ensure invoice registration (expense recognition) deadlines meet month-end/year-end close timelines i.e. expenses must be approved / posted before the Overhead program runs.
• Track and monitor the following GL accounts to ensure expense liquidations or payroll-offset are made on a timely basis in the system.
• Advances to Vendors/Consultants/Partners.
• Collaborate with IT and other process owners (such as Procurement/Receiving or HR).
• The Procure-to-Pay process is coherent, and all in-built controls in the system are followed.
• Liaise with Procurement to ensure that all invoices are duly sent to Finance for invoice registration before each month-end/year-end.
• Work with Treasury to fully utilize the functionalities of Bank Payment Portal/BACS for improvement in payment processing and increased productivity.
• Perform manual matching of liquidation.

• Support to ensure closure of accounting issues in Regional Offices.
• Develops and maintains good relationships with internal and external stakeholders.
• Performs any other reasonable duties as may be required from time to time.
• Compile/Scanning/Filing physical documents.
• Handling and organizing OneDrive AP folder.
• Support in Supplier Creation. 
• Manage the operation of the OCS Remittance system in countries where it is deployed. 
• Response to any enquiries, confirmation about invoice, supporting document payment from staff and vendor.

• Bachelor’s degree in accounting or similar and a qualified Chartered Accountant (ACCA, CIMA or equivalent). Part-qualification may be considered with strong work experience.
• Minimum 3 years of progressive post qualification relevant experience aligned to the key responsibilities for this role.
• At least 2 years working in a similar role with demonstrated experience particularly for month and year end processing.
• Excellent working knowledge of MS Excel, PowerPoint and Word.
• Experience of working with teams across geographical borders.
• Excellent command of English language – both written and verbal.
• Able to relay complex financial information to non-finance colleagues in a manner easily understood by all.
• Be highly analytical and able to solve complex problems.
• Organized and forward thinking; seeking continuous improvement in systems and processes.

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