KEY RESPONSIBILITIES
Key Responsibilities:
1. Accounts Payable Management:
o Oversee the processing of IT-related invoices, ensuring they are accurate and match purchase orders, contracts, or agreements.
o Review and validate IT vendor invoices for payment in accordance with company policies and procedures.
o Ensure all IT accounts payable transactions are recorded accurately in the general ledger and financial system.
o Manage and process the IT payment cycle, ensuring timely and accurate payments to vendors.
2. Vendor Relations & Communication:
o Serve as a point of contact for IT-related vendors, addressing any invoice discrepancies, queries, or payment issues.
o Negotiate and communicate payment terms with IT suppliers to maintain positive vendor relationships.
o Ensure that all required documentation (e.g., purchase orders, receipts) is collected and maintained for auditing purposes.
3. Reconciliation & Reporting:
o Reconcile IT-related accounts payable on a monthly basis, identifying and resolving discrepancies between vendor statements and internal records.
o Prepare and present reports related to IT payables, including aging reports, cash flow forecasts, and payment schedules, to management.
4. Team Leadership & Supervision:
o Assist in the supervision and mentoring of junior accounts payable staff, providing guidance and support.
o Train and develop staff in proper accounts payable processes, especially in handling IT-related transactions.
o Ensure that the team adheres to the company's internal control procedures and best practices for accounts payable.
5. Process Improvement & Compliance:
o Work with the AP Manager to develop and implement process improvements to streamline the IT account’s payable function.
o Ensure compliance with internal controls, accounting standards, and relevant tax regulations.
o Participate in the development and maintenance of IT-specific accounts payable policies and procedures.
6. Audit & Compliance Support:
o Assist in internal and external audits by providing documentation, reconciliations, and explanations of IT-related transactions.
o Ensure proper segregation of duties within the AP function, minimizing risks of fraud and errors.
7. Procurement & Purchase Order (PO) Management Responsibilities:
o Review and monitor open PO reports regularly.
o Coordinate with Procurement and Vendor Management teams for pending PO tracking and closure.
o Validate open PO balances against business requirements.
o Track PO aging and maintain monitoring reports.
o Initiate closure of unused, inactive, or fully utilized POs.
o Perform periodic PO clean-up activities to ensure data accuracy and Compliance.
8. System & Technology Integration:
o Work closely with the IT department to ensure that accounts payable processes are integrated with relevant financial systems and technologies.
o Monitor the efficiency of the accounts payable software, suggesting improvements or updates to optimize IT-related invoice processing.
