Accounts Payable Specialist

As the AP Specialist, you will:

• Processing of AP transactions

• Daily tasks:

  • Check incoming vendor documents for compliance to statutory/legal requirements as per GBS documentations, market guidelines and delta checklists. Perform appropriate GL account coding for invoice posting, where required.
  • Return/clarify with entity authorized persons/vendors on any invoices or MyRequest templates that are invalid for processing or have missing information.
  • Process invoices and MyRequest templates into SAP. Complete all clearings, check payment proposal reports, closely monitor and resolve rejected MyRequests in a timely manner.
  • Manage the Query Tool to ensure that incoming and outgoing queries are attended and completed as per SLA requirements. This also includes downloading of E-invoices and supporting documents, and save into dedicated shared folder for further processing by DM.
  • Consistently perfom AP processing in accordance to GBS documentations and highlight to Team Lead if any updates are required in a timely manner.

  • Document Management tasks (per timetable):

  • Receiving, sorting, scanning and archving of hard copy invoices (and supporting docs as applicable) for markets/countries in scope

  • Monthly tasks:

  • Ensure all received documents are validated, scanned, tracked, and filed in accordance with month end closing timelines.

  • Control and Compliance to policies & procedures: Ensure compliance to Global Operating Guidelines, policies and procedures. This is achieved by adhering to Corporate policies and procedures, GBS procedures and internal guidelines; and also ensuring that Entities adhere to Corporate and GBS policies and procedures.
  • JSOX: Responsible for executing and evidencing any JSOX controls where the AP Specialist is identified as the control owner in the JSOX GRM, ensuring compliance to these controls and they are executed timely and in full compliance with JSOX GRM to meet internal/external audit standards.
  • Analytical, Reporting and Process Improvement

• Analytical and Reporting: Responsible to prepare routine reports and analysis that are high quality, accurate and timely. To prepare additional reports at the request of the GBS Team Leader / GBS CPM, where required. To perform vendor reconciliation and audit confirmations when necessary/requested by Markets.

• Process improvements: Continuously review current processes and also monitor performance based on KPI/performance metrics being reported on monthly basis in order to identify and discuss with GBS Team Leader / GBS Center Process Manager on the potential areas for improvements.

• Support to Team, Other Process Teams and Projects

• Provide support: To provide assistance and support to the GBS Team Leader / GBS CPM to ensure that the objectives and targets of the team are met. To support other AP Specialists within the team so as to achieve high level of teamwork during document processing and resolving AP related issues. Where required, to participate and provide support in cross functional activities within the GBS, Corporate and GBS projects and initiatives.

• Support to Markets/Entities

• Provide support: Demonstrate commitment to achieve service excellence and be customer focused; and ensure timely communication and resolution of queries/issues. Provide good support to Markets/Entities by developing knowledge of the entity's business and operational needs and provide expert advise/solution on AP related matters.

Requirements:

• University degree in accounting or other relevant field.
• Minimum of 2 years in accounting related role. Experiences in accounts payable (including document management) and similar capacity in finance shared services.
• Fluent English, knowledge of the languages of the countries within GBS scope is a plus
• Be open minded, positive thinking and see the opportunities for change. High attention to details, flexible attitude and quickly reacts and adapts to changing requirements. Able to meet tight deadlines.
• Document/Data Management - The ability to develop data architecture, practices and procedures dealing with data, including data maintenance, protection, delivery and quality.
• Direct & Indirect Tax Accounting - Understanding of tax technical positions to translate into accounting terms and document for accounting requirements is a plus.
• Accounting skills - Has the ability to interpret and analyze simple to complex journal entries (Debit / Credit).  Understanding and applying professional accounting standards and principles such as IFRS is a plus.
• Internal Control Environment - Ability to apply and remediate sound financial governance principles including internal controls and J-Sox.
• Enterprise Structure - Understanding of interrelationships between various components of JTI enterprise structure such as company codes, plants, storage locations and structures involving SAP objects like CC, Profit center etc.
• Technical skills - Competent in MS office applications and SAP.