Finance Officer (Procurement and Invoicing)-UAEN

JOB PURPOSE:

To carry out the procurement, invoicing and data entry activities for Dubai Financial Services Authority (DFSA), in order to deliver optimal quality and cost-effective supplies and services in line with DFSA’s needs and complying with approved policies and standards.

KEY RESPONSIBILITIES:

Invoicing

• Prepare all customer invoices accurately and in a timely manner, ensuring appropriate supporting documents are attached and reconcile with Management Information and Microsoft Dynamics 365reports. Submit invoices to the Head of Finance for approval.
• Prepare a report to track changes between data provided by Supervision and actual invoices to be issued. Ensure all firms authorised are included in the list of invoices to be sent.
• Maintain a list of the monies received from authorised firms/new applicants and correspond with Supervision department regarding the application of these funds ensuring they are allocated correctly in a timely manner.
• Late Submission Fee Invoices on a monthly basis with respect to PIB & PIN Returns to the firms upon receiving an email notification.
• Coordinate with Finance Administrator regarding issuance of Late Payment Fee Invoices for firms who have not paid their initial or annual fees as stipulated in the invoice

Purchasing Activities

• Ensure all purchase requisitions, purchase orders, travel and training forms are processed in accordance with the DFSA’s Operational Authority matrix and policy manuals.
• Record all purchase requisitions in the Procurement Log.
• Validate and checking of all supporting documents are attached. Raise queries with staff members as appropriate.
• Check supplier invoices are entered correctly and the supporting documents are attached.

Expenses

• Prepare and reconcile the statement of account of purchasing credit card ('pcc') to ensure accuracy and report any discrepancies to the Head of Finance.
• Confirm that the relevant forms for credit card transactions have received approval. Send an email to the Head of Finance regarding the use of the purchasing credit card. Ensure that staff members provide proper receipts for the purchases made using the PCC.

Record Keeping

• Enter all supplier invoices and petty cash transactions in Microsoft D365 accounting system in order to ensure these are captured in a timely manner and accurately and enable ease of access in future.
• Update and maintain petty cash float including reimbursement in the system in order to ensure it is completed on time and accurately.
• Submit monthly & quarterly petty cash count.

Policies, Systems, Processes & Procedures

• Follow all relevant departmental policies, processes, standard operating procedures and instructions so that work is carried out in a controlled and consistent manner.
• Operating within the first line of defence, you will share responsibility for ongoing risk management while promoting a strong risk culture within the division and across the organisation in line with the DFSA Risk Management Framework.

Reports

Supplier Reconciliation:

• Provide support in reconciling suppliers' invoices with purchase requisitions, following up on delivery notes, credit notes, and statement of accounts, etc. in order to ensure that the reconciliation is accurate and that the activities are completed on time.
• Prepare Quarterly supplier reconciliations.

Customer Reconciliation:

• Reconciling receivables with customer invoices and following up on payments to ensure that customer invoices are paid on time.
• Perform the customer's account reconciliations on a quarterly basis.

Deputising

• Carry out tasks performed by Finance Administrator and Finance Officer when required.
• Secretarial/administrative duties to be performed when required.

QUALIFICATIONS, EXPERIENCE, & SKILLS:

Eligibility Criteria:

• Bachelor’s degree in commerce with specialisation in Accounting, Finance and Procurement.

Minimum Experience:

• 4 - 6 years of post-qualification experience in a similar position in a multinational corporation.

Knowledge, Skills & Attributes:

• Understanding of accounting policies and procedures including purchasing, accounts payable and accounts receivable procedures.
• Advanced knowledge of MS Excel, MS word, PowerPoint required.
• Knowledge of Microsoft Dynamics 365 accounting system preferable.
• Analytical mindset with negotiation skills preferable.
• Attention to detail required.
• Team player, proactive, accurate data entry and organisational skills.
• Accepts suggestions and guidance of team leader and other members.
• Creative thinking for process improvements and efficiencies.
• Ability to establish priorities and adhere to internal controls to enable the smooth functioning of the department’s activities.