Responsible for managing the complete accounts payable cycle, including vendor invoice processing, vendor statement reconciliation, payment preparation, supplier follow-up, and maintaining accurate and timely financial records in compliance with company policies and UAE requirements.
Key accountabilities:
Receive, verify, and process supplier/vendor invoices.
Check invoices against purchase orders, contracts, delivery/service documents and approvals.
Ensure proper accounting treatment, cost allocation and supporting documentation.
Maintain accurate vendor accounts and ensure timely posting of invoices.
Monitor outstanding payables and ensure invoices are processed within agreed payment terms.
Identify and resolve invoice discrepancies with vendors and internal departments.
Perform regular reconciliation of vendor statements with company books.
Investigate and clear outstanding, disputed and unidentified transactions.
Follow up with vendors for missing invoices, credit notes, debit notes and supporting documents.
Maintain vendor-wise reconciliation statements and ageing reports.
Ensure vendor balances are accurate and properly supported at month-end/year-end.
Prepare weekly/monthly vendor payment schedules based on approved invoices and payment priorities.
Verify invoice approvals, supporting documents and payment terms before processing payments.
Prepare payment requests and bank payment instructions.
Coordinate with Finance Manager/authorized signatories for payment approvals.
Ensure payments are released accurately and within agreed timelines.
Maintain payment records and provide remittance advice to vendors.
Monitor advance payments and ensure timely adjustment against invoices.
Perform weekly and monthly payment reconciliations, ensuring payments are accurately matched with invoices, bank transactions, and accounting records.
Review and process monthly utility bills and management expense payments
Prepare accounts payable ageing and vendor outstanding reports.
Ensure all invoices received up to month-end are properly recorded.
Identify and account for outstanding expenses/accruals where required.
Reconcile AP sub-ledger with the General Ledger.
Provide required schedules and supporting documents for internal/external audits.
Act as the primary finance contact for vendor payment and reconciliation queries.
Coordinate with Procurement, Operations, HR and other departments regarding invoice approvals and discrepancies.
Respond to vendor payment status requests and maintain professional supplier relationships.
Escalate overdue or disputed invoices to the Finance Manager where necessary.
Key Reports
Vendor Ageing Report
Vendor Statement Reconciliation
Weekly Payment Proposal
Outstanding Invoice Report
Advance Payment & Adjustment Report
Unallocated / Unidentified Payment Report
AP Month-End Reconciliation
Vendor Payment Status Report
Desired Candidate Profile
Bachelor's degree in Accounting, Finance or Commerce.
3–5 years of relevant experience in Accounts Payable / Vendor Accounting, preferably in the UAE.
Good understanding of accounting principles and AP processes.
Experience with ERP/accounting systems such as Microsoft Dynamics, Tally, Zoho or similar.
Strong Excel skills, including Pivot Tables, XLOOKUP/VLOOKUP and reconciliation functions.
Knowledge of UAE VAT and basic understanding of UAE accounting requirements.
Good communication and vendor coordination skills.