Accounts Payable Process Lead

Job Description

AP Analyst

Reports To:  AP Team Leader

Role Purpose:

The Accounts Payable Analyst is accountable for the timely and accurate resolution of the invoice and payment related queries across the RR GBS and ensure the timely and accurate invoice processing. The role supports both transactional efficiency and compliance with AP procedures, internal controls, tax regulations, and global finance policies

Role Description:

The AP Analyst will perform on daily basis the end-to-end invoice processing cycle within SAP, ensuring accurate and timely financial postings, in alignment with company policies, accounting standards, and tax requirements. The role involves collaborating with other AP team members to facilitate smooth operational workflows and contribute to the overall effectiveness of the finance function.

Key Duties & Responsibilities:

1. Invoice Processing & Posting

• Understand the overall vendor invoice processing cycle.
• Perform timely and accurate manual and automated financial postings in SAP, in compliance with accounting standards, tax rules, payment block requirements, and internal company policies.
• Responsible for handling and posting of credit notes.
• Responsible for managing the complex AP related tasks (e.g consignment stock, leasing invoices, retro postings, self-billing, GRNI)
• Provide support documentation for any external audit query relating to AP process.
• Help in identify and resolve system issues or exceptions encountered in the invoice processing process (e.g., VIM exceptions)

2. Payment Request

• Processing, execute and manage any special payment requests for urgent payments as the need arises. Act as back up and cover for scheduled payment.

3.. Query Management and Issue Resolution

• Actively drive the resolution, timely updates, documentation, and closure of internal queries raised in ServiceNow and external queries received via email in line with SLA requirements
• Analyse and review Purchase Orders (POs), collaborating closely with procurement, vendors, and business stakeholders to resolve queries and support business needs.
• Perform vendor account reconciliation and investigate and resolve debit balances
• Perform ageing creditor analysis and ensuring that required actions are taken to improve performance.
• Review and resolve blocked documents (invoices and credit notes) to ensure readiness for payment processing.

4. Controls, Compliance & Risk Management

• drive the resolution of AP queries in line with established internal control frameworks, including segregation of duties and system-based controls
• Monitoring AP admin tasks to ensure that the invoices are processed in compliance with standard procedures, workflows, policies and controls

5. Problem Solving

• Ability to handle ad hoc queries, investigate and resolve mismatches, discrepancies, and exceptions, escalating issues when required, while ensuring minimal impact on operations
• Identify recurring issues and report them for an in-depth root cause analysis
• Maintain clear records of issues identified and actions taken to support transparency and learning

6. Technology & Systems

• Ability to use the core AP systems such as SAP ECC, Coupa, ServiceNow, and Ivalua, performing tasks as per process guidelines and user manuals
• Identify basic system issues (e.g., failed invoice uploads, vendor mismatches) and report them to the IT support team for resolution

7. Continuous Improvement

• Participate in team discussions on process pain points and recurring issues, offering observations from day-to-day work
• Support improvement initiatives by providing feedback and data when requested.

Qualifications & Experience:

Education:

• Bachelor’s degree in accounting, Finance, Business Administration, or a related field.

Experience:

• 2-5 years post apprenticeship experience in finance or shared services/GBS
• Experience with SAP, VIM, Coupa, iValua, Service Now, invoice processing and reconciliations
• Familiarity with compliance and accounting policies
• Experience in vendor/stakeholder management

Skills & Competencies:

• Technical / Functional Knowledge : Understands the key step and core systems in the Accounts Payable process and applies standard procedures accurately. Seeks support for unfamiliar scenarios.
• Problem solving: Ability to identify and resolve the routine and ad-hoc issues using the established guidelines. Recognises when problems are outside their scope and escalates appropriately with relevant details.
• Organisation expertise: Understands the AP’s cross-functional integration with Procurement, Receiving, and Treasury. Manages and prioritize own queue of invoices and queries, prioritises well.
• Accountability : Take ownership for assigned tasks and meets deadlines with accuracy. Support the maintenance of a high standard of accuracy and escalates risks or errors in a timely and professional manner
• Leadership: Support in onboarding and training for new team members by sharing basic documentation or answering routine questions. Actively participates in team meetings and knowledge-sharing sessions.
• Interpersonal skills: Communicates clearly and professionally with internal stakeholders and external vendors, and represent the Accounts Payable function effectively in cross-functional conversations

Measure of Performance for the role:

• Volume of queries resolved within SLA
• Number of escalated exceptions vs resolved independently

As part of our selection process, candidates in certain locations may be asked to complete an online assessment, which can include cognitive and behavioural aptitude testing relevant to the role. If required, full instructions for the next steps will be provided.

Job Category

Finance