Officer - Accounts Payable

Under the direct supervision of the Deputy Corporate Finance Team Lead - Accounts Payable, the Officer – Accounts Payable will ensure the accurate maintenance and updating of computer-based accounting and financial management systems across all Country Offices of IRRI. The role is also responsible for meticulously maintaining financial documents and facilitating all payments essential to the global operation of IRRI. The Officer will also deliver comprehensive financial reports to management and furnish necessary documentation for audits as required, spanning all IRRI locations worldwide.

This position will be based at the IRRI Headquarters, Los Baños, Philippines and may only be filled by permanent citizens of the Philippines.

• Ensuring full adherence to IRRI’s purchasing and disbursement policies.
• Facilitating prompt and accurate processing of invoices, freight/insurance billings, payment requests, advances, professional service salaries, consultancy fees, temporary worker fees, and related disbursements, in strict accordance with Institute protocols. Maintaining a track record of zero reported major abnormalities in disbursement procedures.
• Coordinating the timely completion of month-end and year-end closing activities, meeting all deadlines.
• Collaborating effectively with various stakeholders, including consultants, visitors, collaborators, and other offices, to address payable-related matters.
• Ensuring comprehensive record-keeping of agreements and contracts relevant to the Institute's creditors and suppliers.
• Participating in the Institute’s annual physical inventory count.
• Addressing supplier issues promptly and efficiently.
• Identifying opportunities for process improvement and efficiency enhancement.
• Providing ongoing training and guidance to team members on best practices and software tools.
• Ensuring compliance with relevant regulations and internal controls.
• Managing the payment process to ensure timely settlement of invoices, utilizing methods such as electronic transfers and auto credit arrangements.
• Lead the training and implementation of the procure-to-pay process across country offices (COs) as part of the global initiative of the accounts payable team, leveraging expertise in process management to ensure a comprehensive understanding and adherence to IRRI’s purchasing and disbursement policies throughout the organization.
• Communicate transaction requirements and process details to both internal and external clients, addressing data clarity issues to ensure understanding and resolution in non-standard or potentially challenging situations.
• Facilitate collaboration with both internal and external auditors throughout interim and annual audits by furnishing schedules, necessary supporting documents, and promptly addressing auditor inquiries.
• Recommend innovative measures or procedures to improve service delivery for internal and external clients.
• Collaborate closely with the Accounts Payable Team and IKS to facilitate coordination and training on procure-to-pay processes for country offices (COs), promoting efficiency and efficacy of AP services globally, encompassing both headquarters and all COs.
• Perform comprehensive review and processing of invoices from local and foreign suppliers, including advance payments, requests for payments, and other associated disbursements.
• Coordinate with Supply Chain Services (SCS) to resolve issues related to Purchase Orders, while expediting payment processing by requesting statements of accounts and invoices from suppliers.
• Execute the closure of advance payments and credit transactions in accordance with established protocols.
• Prepare detailed monthly reconciliations of payable and advanced accounts to ensure accuracy and compliance.
• Address vendor inquiries by providing comprehensive payment details, updating payment statuses, and addressing any other relevant queries.
• Maintain meticulous records of files, contracts, and agreements to ensure comprehensive documentation.
• Conduct thorough reconciliation of vendor statements and promptly correct any discrepancies identified.
• Contribute to the year-end inventory count process to support accurate financial reporting.
• Communicate concerns, errors, and queries related to the OCS with the Management Information System (MIS) team to facilitate resolution.
• Perform any other relevant duties as assigned by supervisor from time to time

• Bachelor's degree in Accounting with at least 3 years relevant experience accounting, audits, cash management, financial management, budgeting, taxing or related field

Mandatory

• Proficient in using MS Office and has relevant experience in computerized financial systems
• Flexibility to adapt a new software application
• Highly analytical
• Excellent written and oral communication skills
• Can work with minimal supervision
  

Preferred

• Certified Public Accountant (CPA)

IRRI offers a highly extensive employee benefits package inclusive of globally-covered medical insurance, retirement plan, life and accident insurance and other allowances.

Join our team and be part of our story!

Please note only shortlisted candidates will be contacted.
This position will remain open until filled.