Accounts Payable Invoice Manager

Background:

The IRC Finance department seeks to achieve excellence in financial management by providing accurate and timely financial information to IRC management and programs and by adhering to established financial practices and accounting principles. The HQ Finance Team does this by supporting and training staff, by implementing and monitoring the implementation of IRC and donor policies and procedures, and by gathering the necessary financial information in preparation of the organizations’ financial statements.

Job Overview:

The Accounts Payable Invoice Manager is responsible for providing financial, administrative, and clerical services to generate accurate and timely payment to IRC HQ vendors. The Accounts Payable Invoice Manager reports to the Accounts Payable Officer and works closely with internal colleagues at IRC HQ.

Major Responsibilities:

General Accounts Payable

• Process payment and data requests in a timely and accurate manner.
• Monitor the Accounts Payable dedicated inbox and upload payment requests to the Invoice Register.
• Monitor the Accounts Payable dedicated inbox and respond to IRC staff and IRC vendor inquiries.  Inquiries that cannot be addressed by the Accounts Payable Clerk should be forwarded to the appropriate team member.
• Maintain a current Invoice Register; follow up with IRC staff to finalize unposted invoices (invoices may be unposted due to missing PO number, missing approval, missing ATC check, etc.).
• Contact IRC vendors to request a list of outstanding invoices on a quarterly basis.  Ensure all outstanding invoices are represented on the Invoice Register.
• Ensure all payment requests are compliant with disbursement policies and procedures. This includes ensuring disbursements are properly authorized, are supported by proper documentation, and are mathematically accurate; resolving purchase order, contract, invoice, or payment discrepancies and documentation; ensuring credit is received for outstanding memos; issuing stop-payments or purchase order amendments.
• Communicate effectively with vendors and IRC staff on the status of payment inquiries.
• Protects organization's value by keeping information confidential.
• Other related tasks as requested by supervisor.

Vendor Invoice Reconciliations

• Prepare payment vouchers and reconciliations for HQ centralized vendors, including travel, rent, and telephone.
• Reconciliations will include charging expenses to accounts and cost centers by analyzing invoice/expense reports; recording entries in the GL
• Reconciles processed work by verifying entries and comparing system reports to balances.
• Other related tasks as requested by supervisor.

Job Requirements:

Educational Requirements:

·       Associate Degree in Accounting or Finance

Work Experience Requirements:

·       Experience with bookkeeping, accounting, or administrative tasks

·       Demonstrated knowledge and experience with financial related software (word, excel, accounting packages)

Demonstrated Skills and Competencies:

·       Excellent communication skills, both written and verbal, including the ability to communicate effectively in a multi-cultural environment and diplomatically manage collegial relationships

·       Strong organizational skills, including the ability to work independently and meet deadlines while delivering quality work

·       Flexible work attitude, including the ability to meet unexpected demands and work well under pressure in a fast-paced team environment

·       Proven attitude for numbers and demonstrated ease with processing detail information accurately

·       Strong computer skills, facility with MS Word, Excel, various accounting software, and email/internet software

Language Requirements: 

·       Proficiency in English language (spoken and written) is required

Working Environment:  

·       Standard work office environment, with remote work option available