Closing Date: Thursday, 06 June 2013
Location: London, Greater London EC2A 2JN
United Kingdom
Role Overview
This role is offered as a 12 month short term contract or an internal secondment opportunity
Invoice Control is responsible for the processing of the donor funded invoices. The main purpose of the Unit is to reimburse these consultants in a timely manner.
Key Responsibilities and Deliverables
- Advise consultants, vendors and Bank staff on matters relating to EGP , SBS or TC donor funded invoice preparation and payment
- Advise consultants on issues related to EGP , SBS or TC Donor funded contracts, budgetary queries & payment reconciliation
- Attend meetings with internal and external clients when required
- Liaise with Operation Leaders and departmental Budget Officers (BOs) in relation to invoice disbursements and invoices that are not in accordance with contracts
- Liaise with TC Team, if necessary, on issues relating to expired or exceeded contracts, budgetary problems, fund reallocations, unlisted experts etc.
- Log and scan the invoices into SAP and track the progress of the invoices through the authorisation path to ensure timely payment
- Check invoices against the contract budget lines and ensure that they comply with Bank and donor policies in relation to supporting documentation
- Check the receipts and conversion rates of expenses in currencies other then contract currency
- Prepare VAT journals for donor funded VAT invoices
- Check whether there are enough available funds to pay the invoices on the payment proposal report and generate the payment instructions
- Prepare monthly statistics for the donor funded invoices
- Chase any aged outstanding invoices identified on the monthly statistics report and ensure effective action has been taken to facilitate timely payment
- Be familiar with all types of manual (non-contracted) & non-manual (contracted) donor funded invoices, OPEX , SUBSIDY, SBS and EGP contract invoices and advances
- Participate in cross-training Invoice Control members on all aspects of donor invoice processing
- Provide guidance to the rest of the team on any day to day queries, problems, training and technical issues
- Prepare and deliver ad-hoc BO training on the donor funded invoice process as required
- Other ad-hoc tasks as assigned by the Invoice Control Manager
- Reply to client enquiries both external and internal
- Ensure tight deadlines are adhered to
- Essential Skills, Experience & Qualifications
- Educated to degree level or equivalent (preferably Business/Accounting and Finance related)
- Good level of numeracy, aptitude for figures
- Strong computer skills, with knowledge of SAP accounting systems being particularly advantageous
- Fluent English, both written and spoken
- Knowledge of Russian, an Eastern European Language or Arabic would be an advantage
Competencies & Personal Attributes
- Bright, articulate and clear thinking, with a high degree of attention to detail and accuracy
- Strong interpersonal skills, including tact and diplomacy
- Ability to work independently and to set clear goals and objectives for self, focusing on the delivery of targets.
- Willing to take on additional tasks/responsibilities as required from time to time
- Foster teamwork ensuring the unit operates in an accurate and timely manner
- Able to demonstrate leadership skills providing training and guidance to new or more junior members of the team
- Prepared to work overtime and weekends as required
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