Overview
The Assistant, Finance and Accounts Payable is responsible for performing accounting and clerical duties related to the efficient maintenance and processing of accounts payable transactions, supplier relationships, and payroll validation and processing.
Key Responsibilities
- Maintain and process accounts payable transaction data, including supplier invoices and credit notes.
- Perform diligence checks on new suppliers and request supplier code creation.
- Clarify unusual or questionable invoice items or prices.
- Record all invoices into the system with correct date and general ledger accounts.
- Revise invoice due dates for payment submission twice weekly.
- Verify invoices with supplier contracts before preparing payment proposals.
- Record invoices entitled to tax exemption for VAT.
- Respond to external supplier queries and resolve issues.
- Revise and reconcile supplier accounts weekly.
- Reconcile accounts payable transactions on a monthly basis.
- Provide technical support and advice to colleagues on supplier accounts, invoices, and accounts payable.
- Forecast the invoice plan for the next payment cycle.
- Maintain scanned copies of invoices, supporting documents, and correspondence.
- Prepare, check, and ensure completeness and accuracy of payroll proposals.
- Reconcile statutory contributions to be remitted.
- Assist with reviewing the payroll file prepared by HR for the Jamaica Office.
- Complete the finding of the Jamaica office payroll each month.
- Book payroll transactions per employee in accordance with staff project allocations.
- Prepare corrections to staff allocations as needed.
- Liaise with Jamaica Red Cross for payroll remittance supporting documentation.
- Identify and reconcile any discrepancies related to payroll.
- Assist with month-end close tasks.
- Follow up with suppliers/vendors for unreceived invoices.
- Prepare analysis of the chart of accounts based on expenditures.
- Prepare and verify all reconciliations monthly.
- Assist in the preparation of monthly binders.
- Stay abreast of legislative, regulatory, and organizational changes.
- Understand and be aware of appropriate Federation procedures and policies.
- Assist in case of long-term vacancies, absence, or illness to support business continuity.
- Be prepared to assist during emergency operations.
- Assist with delivering training to finance and non-finance staff if required.
Required Experience
- At least 3 years’ experience in Accounts Payable
- At least 2 years of field experience in a humanitarian organisation (preferred)
- Experience managing and supporting staff (preferred)
- Experience working with the Red Cross / Red Crescent (preferred)
Qualifications
• Bachelor’s Degree in Accounting or ACCA Level 3 or Higher
