Roles and responsibilities / what will the jobholder be expected to achieve?

Supplier Maintenance – Purchase Order

• Process all Supplier Maintenance (SM) and Purchase Order (PO) transactions in your areas within Service level agreements focusing on delivering 97% and above KPIs throughout the year.
• Complete workload as identified in daily workload plan including Supplier setups, clean ups and Purchase Order creation/amendments and other requests.
• Investigate any rejected payment reasons that may be related to supplier set-up. Perform accuracy checks of supplier setups and amendments completed by peers in SM Team.

Accounts Payable – Invoice Processing

• Process all supplier invoices, and staff payments in the system within service level agreements focusing on delivering 99% and above KPIs throughout the year.
• Complete workload as identified in Workload management including recording of supplier invoices, staff payments, debit memos, Network Post Accounts (NPAs/cashbox), cash-in-transit forms, approved Non-Discretionary Payment Requests and payroll-related processing.

Accounts Payable – Payments

• Process all assigned payment transactions including Payroll, Debit Memos, NPAs and urgent payment requests within Service level agreements and in compliance to Standard processes and P2P guidelines. Any deviations from processes are appropriately escalated and monitored to reduce risk.
• Identify any rejected payments promptly. Liaise with banking providers as well as internal teams to investigate and resolve payment rejections and refunds.
• Comply with Banking Regulations and FCDO financial policies in particular P2P handbook, Challenge and Escalation procedures, and Audit recommendations.
• For manual banking payments perform 1st level bank approval. Ensure accuracy checks are completed, that details entered in the system match details on the banking platform.
• For Electronic/cheque/Wire payments, perform quality check of batches before payment processing by reviewing validity and completeness of supporting documentations as well as checking accuracy of invoice entry details including matching of bank account information setup in Oracle and Banking platforms.
• Ensure strict adherence to management and usage of banking tokens and access information.

Receipts & Reconciliation

• Process all accounts receivable and reconciliation transactions in your areas within Service level agreements.
• Complete workload as identified in daily workload plan including receipts, NPAs, reconciliation, cash & bank balances, and adjustments in the system.
• Investigate and pursue the reconciliation of any aging items.
• Investigate any rejected payment promptly registering it in the Bank Amendment Tracker.

Operational Delivery

• Comply with financial guidance in particular P2P handbook, Challenge and Escalation procedures and audit recommendations.
• Support Manager to assist with daily workload of team addressing bottlenecks and ensuring payments and requests are processed within SLAs while still maintaining acceptable accuracy level.
• Provide assistance in resolving issues related to their respective area and process.
• Monitor and ensure compliance to standard processes ensuring that any deviations from process are appropriately escalated and monitored to reduce risk.
• Manage all data according to Information Management / GDPR guidance ensuring it is stored correctly, weeded regularly, and shared according to personal data management controls.
• Review all relevant monitoring tools to take action as necessary.
• Ensure that all requests and queries in shared mailbox, and SharePoint are managed and resolved in a timely manner.
• Timely escalation of unresolved aging items to line manager.

Customer Service

• Identify issues and work to resolve. Escalate to line managers issues that need may affect current operations.
• Work with Post staff to ensure proper delivery of services by answering queries and providing guidance / instructions to avoid errors in the future.
• Act as first point of contact for the Customer Engagement Team ensuring responses are actioned within SLA.
• Voluntarily conduct short and simple training presentations to post officers in relation to the P2P process.

Continuous Improvement

• Timely report to line manager any incidents, identify corrective measures, and suggest practical and repeatable solutions to prevent similar incidents occurring in the future.
• Proactively identify and suggest improvements in payments processes to enhance efficiencies and quality of delivered results, paying particular attention to any failing KPIs.
• Support a culture of continuous improvement by actively participating in internal and external cross-team process improvement projects as necessary.

Coordinate with other function teams on changes/issues to ensure seamless flow of data/information.

Language requirements:

Language: English and Filipino

Level of language required:  Strong oral and written English language ability.  Filipino is desirable but not essential.