Accounts Payable manager ( Female Only ) Abdulwahed Bin Shabib Investment Group LLC

Job Summary:

Duty is to oversee the processing of invoices, payments to vendors, and managing expense accounts. This role requires an individual with strong financial acumen, the ability to manage a team, and experience in process improvement. You will work closely with various departments such as procurement, finance, and operations to ensure that vendor relationships are maintained and payment processes are efficient. You will also be responsible for internal controls and compliance to ensure all payments are properly authorized and documented.

Key Responsibilities:

1. Leadership & Management:

• Team Supervision: Lead, manage, and mentor a team of AP clerks and specialists, ensuring their ongoing training, professional development, and performance evaluations.
• Team Morale: Foster a positive work environment and motivate the AP team to achieve department goals.

Vendor Verification:

• Vendor Onboarding: Oversee the process of onboarding new vendors, ensuring that all necessary documentation is obtained, verified, and entered into the system.
• Vendor Authentication: Implement and enforce processes for verifying vendor legitimacy, including cross-checking bank details and tax information to avoid fraudulent activity.
• Ongoing Monitoring: Regularly audit vendor files to ensure compliance with company policies and legal regulations, updating vendor information as necessary.

3. Invoice Processing:

• Invoice Verification: Ensure that all invoices are verified against purchase orders (POs), goods receipts, and contracts to maintain the three-way matching process for accuracy and compliance.
• Vendor Posting: Manage the accurate posting of vendor invoices in the accounting system, ensuring proper coding to the general ledger accounts.
• Error Resolution: Identify and resolve discrepancies or errors in invoices, communicating with vendors and internal teams when necessary.

4. Proforma Invoice (PI) Booking:

• PI Handling: Manage and oversee the booking of Performa Invoices (PIs) for goods or services ordered in advance of receipt, ensuring they are correctly recorded and monitored.
• Verification of PIs: Cross-check the details of PIs , ensuring that terms, amounts, and descriptions align with purchase agreements.
• Prepayments: Manage the recording and reconciliation of any prepayments or deposits made based on Proforma Invoices, ensuring they are correctly applied to final invoices upon receipt of goods or services.

5. Payment Processing:

• Payment Runs: Manage weekly, bi-weekly, or monthly payment runs, ensuring that all vendor payments are made on time, and monitor outgoing payments for accuracy.
• Method of Payment: Monitor and implement various payment methods such as Telegraphic transfers, LCs, Trs , checks, credit cards.
• Cash Flow Management: Work closely with the treasury or finance team to forecast and manage cash flow needs for the AP function.

6. Month-End & Year-End Processes:

• Account Reconciliation: Ensure that AP accounts are reconciled at month-end, including resolving discrepancies in vendor accounts, and ensuring the general ledger matches AP records.
• Bank Reconciliation: Bank and other payment platform reconcilations
• Accruals: Ensure accurate accruals for outstanding invoices that haven't yet been processed by the end of the month.
• Reporting: Generate monthly AP reports for management, including aged payables and payment forecasts, and highlight potential risks.

7. Compliance & Auditing:

• Internal Controls: Ensure all payments follow internal policies and procedures, and all necessary approvals are obtained prior to processing.
• Audit Preparation: Serve as the point of contact during internal and external audits, providing auditors with relevant AP documentation and ensuring compliance with regulatory requirements.
• Tax Compliance: Ensure that applicable taxes (e.g., VAT, sales tax, withholding tax) are correctly applied to vendor invoices and remitted to authorities in compliance with legal requirements.

8. Banking & Legal Documentation

· When filling and reviewing bank and legal forms, ensure you understand the form’s purpose, complete all mandatory fields, and verify personal, financial, and identification details. Gather necessary documents (e.g., ID, proof of address) and review for accuracy in dates, names, and account numbers. Ensure compliance with relevant regulations (e.g., AML/KYC, tax laws) and avoid abbreviations. Double-check the entire form, and ideally, have a second person review it. Keep copies of all documents, submit to the appropriate department, and follow up to confirm receipt and address any issues promptly.

9. System & Process Improvement:

• Technology Optimization: Collaborate with IT and other departments to enhance the AP system's efficiency, including the use of AP automation tools.
• Process Improvements: Continuously assess current AP processes, identify bottlenecks, and implement improvements to streamline operations, reduce manual workload, and minimize errors.
• Data Integrity: Ensure accuracy and integrity of AP data across all systems and processes.

10. Collaboration:

• Cross-Departmental Coordination: Work closely with departments such as procurement, inventory, and project management to ensure smooth purchase-to-payment processes.
• Policy Communication: Educate other departments on AP policies, including invoice submission deadlines, approval workflows, and expense report requirements.