Finance Executive (Accounts Payable)

Responsibilities:

Accounts Payable Operation:

Vendor Invoices process - Support daily vendor invoice processing and expense payments including:

• Review and post invoices accurately, ensuring compliance with company policies and correct expense coding. 
• Verify supporting documents and ensure completeness of invoice submissions. 
• Create, maintain and update vendor master records. 
• Process a high volume of invoices within established service standards and timelines. 
• Liaise with vendors and internal stakeholders to resolve invoice and payment-related queries.

Staff Expense Claim management - Support staff reimbursements including:

• Support the administration and processing of staff reimbursement claims in accordance with company policies and guidelines. 
• Respond to and resolve staff queries relating to expense claims, reimbursement requirements and claim submissions. 
• Liaise with employees and relevant stakeholders to obtain supporting documentation and clarification where required.
• Perform monthly validation checks on staff expense claims to ensure proper supporting documents and approval workflows are adhered to. 
• Conduct bi-monthly audit reviews on staff claims to identify exceptions, non-compliance issues and potential control gaps.
• Support continuous improvement initiatives to enhance the efficiency and effectiveness of the staff expense claim process.

Financial reporting & controls:

• Support month-end and quarter-end closing activities, including accruals and prepayments. 
• Perform quarterly expense reporting - Validate and review related-party transaction records to ensure completeness and accuracy. 

Support in Accruals and Prepayments:

Expense Accrual Management

• Support the overall expense accrual process and ensure expenses are recognized in accordance with established accrual guidelines and accounting policies. 
• Follow up with business users on monthly expense accrual information and prepare accrual journal entries. 
• Prepare recurring monthly accrual entries within agreed timelines. 
• Review accrual submissions from business users to ensure completeness, accuracy and compliance with accrual criteria. 
• Ensure all accrual entries are processed in accordance with month-end and year-end closing schedules

Accrual Reconciliation

• Perform periodic reconciliation of accrued commissions and other expense provisions. 
• Investigate and resolve reconciling items to ensure accuracy and completeness of accrual balances. 
• Follow up with business users on unutilized or aged accrual balances and facilitate timely clearance. 
• Maintain supporting schedules and documentation for audit and reporting purposes.

Year-End Financial Close

• Work closely with business units to ensure all expenses are accrued prudently and recognized in the appropriate accounting period. 
• Prepare and maintain detailed year-end accrual checklists. 
• Coordinate with stakeholders to validate expense provisions and ensure compliance with established accrual policies and guidelines. 
• Ensure completeness of year-end accruals and timely completion of financial close activities.

Prepayment and Amortization Monitoring

• Monitor recurring prepayments and prepare monthly amortization journal entries in accordance with contractual terms and company policies. 
• Follow up with business users on upfront payment arrangements and supporting documentation. 
• Monitor prepayment schedules and liaise with business stakeholders on clawback, contract termination or adjustment requirements. 
• Perform reconciliation of prepayment balances and amortization schedules to ensure completeness and accuracy. 
• Maintain proper supporting documentation and ensure compliance with accounting and internal control requirements.

Process Improvement and others:

• Participate in job rotation within the Finance team to ensure business continuity and cross-functional support. 
• Support system enhancement and implementation projects, including User Acceptance Testing (UAT), validation of business requirements and testing of system functionalities. 
• Review, update and maintain Standard Operating Procedures (SOPs) to ensure processes remain current and compliant. 
• Assist in identifying opportunities for workflow and process improvements to enhance operational efficiency and controls. 
• Collaborate with internal stakeholders to resolve operational issues and improve service delivery. 
• Perform any other ad hoc duties and responsibilities as assigned by the Manager.

Requirements:

• Degree or Diploma in Accountancy or equivalent
• 2 to 3 years of Accounts Payable / Finance Operations experience
• Preferably from a bank, financial institution, insurance company, or financial services environment
• Experience handling monthly closing activities, including accruals and prepayments
• Experience processing a high volume of invoices accurately and within deadlines
• Strong Excel skills (Pivot Tables, VLOOKUP/XLOOKUP, data reconciliation)
• Proficient in Microsoft Word and PowerPoint
• Experience with ERP systems (SAP, Oracle, Dynamics, etc.) is an advantage
• Able to work independently with minimal supervision
• Detail-oriented and accurate
• Good time management
• Responsible and proactive in resolving issues
• Able to work under tight month-end timelines