Position Summary The Accounts Payable Assistant executes the payable process under the corresponding segregation of duties of the procurement to pay team. Review weekly invoices and/or taxes for payment and prepare payment proposals. Upload local and international electronic payments via online banking. Prepare checks and coordinate bank visits to cash checks. Book credit card expenses and process credit card payments. Manage petty cash payments, bookings, reimbursements and reconciliations. Book loan payments and review principal and interest distribution. Review Vendor Statement of Accounts and perform reconciliation and follow up on pending applications, credit notes or similar. Review open staff and vendor advance and reconcile general ledger accounts. Prepare monthly Balance Sheet Reconciliations. Execute monthly treasury analysis to fund bank accounts. Review services provided and not billed in order to estimate expense accruals. Elaborates monthly Tax Authority Form53 and Withholding Taxes for consultants. Supports the Procurement to Pay team with vendor communications and other ad hoc tasks.
Reporting Line and Organizational Structure This position reports to: Procurement to Pay Coordinator, Finance Supervisor, Finance Director Department: Finance Organizational Accountabilities ISP is committed to the health, safety and well-being of its students and staff. ISP also expects staff to comply with its policy and procedures that relate to statutory requirements and best practices outlined, but not limited to the ISP Staff Handbook. Of a particular importance are the policies related to Child Protection and Inclusion and Diversity. Appointees are accountable for completing available training on these matters and ensuring that their knowledge, and the knowledge of their staff, is up to date.
Key Accountabilities 1. The Accounts Payable Assistant is responsible for executing all payments.
2. The Accounts Payable Assistant funds the bank accounts according to cash flow projections.
3. The Accounts Payable Assistant guarantee payments according to payment terms.
Functions - Follow Up with the Purchasing officers the open Purchase orders - Review invoices for booking and/or payments - Input invoice against Purchase Order - Execute credit card reports, booking, reconciliation and payment - Prepare payment proposal and process local, international transfers or checks - Reconcile cash advance and payments - Review vendor Statement of Accounts - Maintain bank accounts funding as per cash flow projection - Support with bank communication and documentation - Review and perform actions to clarify bank transactions questions or returned funds - Book loans payments - Book bank charges - Analyse general ledger accounts to prepare Balance Sheet Account reconciliations - Book Interest Income - Manage petty cash - Post petty cash expenses - Post accruals, reversals and adjustments - Maintain close communication with key vendors to guarantee accurate balances - Prepare and post Journal entry vouchers - Prepare Tax Authority Form 53 - Prepare Tax Authority Forms related to withholding taxes of consultants - Process tax payments and obtain certificates of good standing - Execute cash flow projections - Confirm payment advise emails are delivered successfully