Accounts Payable

· To ensure the legitimacy and accuracy of the accounts payable aging balances.

· To ensure accuracy of the inter-company transactions.

· To ensure timely payments from the vendors. Especially, government related as utilities, taxes, and fees.

· To make sure all the invoices received are duly signed by concern HODs.

· To make sure expenses are recorded in relevant account code as per the USALI guidelines.

ADMINISTRATIVE RESPONSIBILITIES

· To discharge the duties in an effective and efficient manner.

· Obtaining signature of the management as per approval matrix.

· Obtaining balance confirmation from the vendors for year-end closing purposes.

TECHNICAL RESPONSIBILITIES

· To review and collect all the documents necessary for preparation of the payment run such as purchase request, purchase order, invoice, and GRN etc.

· To ensure mathematical accuracy, legitimacy, and completeness of the transactions before filing them by Vendor, awaiting payments.

· To prepare system generated Payment Voucher (PV) and initiate the payment process within the due dates.

· To perform all Accounts Payable sub-ledger postings and to verify the balances are matching in the General Ledger.

· To maintain the filing system for creditors and ensure on-hand outstanding matches with system AP aging and physical invoices are available.

· To perform monthly reconciliation between the AP sub-ledger accounts and vendor’s statement.

· To ensure any advance payment made to vendor is being adjusted upon receiving the final invoice. No duplicate payment.

· To ensure all the payment made WIRE transfer is posted in the system.

· Maintain cheque serial control and safeguard of the unused cheques.

· To ensure taxes applied on the invoices are being calculated as per the country’s law and it is recorded in the system properly. Specifically, RCM for out-of-country transactions.

· To maintain a manual record for priority payment checklist.

· Obtain balance confirmation from the vendors at end of the Fiscal Year.

COMMERCIAL RESPONSIBILITIES

· To answer all queries from vendors in a professional manner.

· Effective communication with the other departments, related to any vendor’s information.

REPORTING

· Directly reporting to Chief Accountant.

OTHER RESPONSIBILITIES

· To be ready and responsible when assigned to perform any other duties requested by the management.