Job Description
AP Subject Matter Expert
Reports To: AP team leader
Role Purpose:
The Accounts Payable Senior Analyst will be responsible for the resolution of invoice processing and related queries within the RR GBS Accounts Payable function. The role ensures both transactional efficiency and compliance with internal controls, tax regulations, and global finance policies.
Role Description:
The AP Senior Analyst owns the invoice processing and resolution of all the queries raised, ensuring that all financial transactions are processed accurately, efficiently, and in compliance with company policies and accounting standards. The role involves collaborating with internal and external stakeholders to facilitate smooth operational workflows and contribute to the overall effectiveness of the finance function, acting as a first point of escalation for any AP related queries.
Key Duties & Responsibilities:
1. Invoice Processing & Posting
- Robust understand the vendor invoice cycle, being able to handle and escalate to the right stakeholder complex items (e.g. lease invoices, consignment stock, retro-posting, self-billing, Good Receipt Not Invoiced - GRNI).
- Manage the communication with both internal and external stakeholders for any matter related to the AP processes and issues (e.g. procurement, auditors etc).
- Ensures timely and accurate posting credit notes, manual / special payments request in SAP, in compliance with accounting standards, basic tax rules, payment block requirements, and company policies.
- Review and resolve any system issue / exception encountered across the AP Processes (e.g., VIM exceptions)
- Act as cover for others member of the AP team as required.
2. Payments Request
- Processing, execute and manage any special payment requests for urgent payments as the need arises. Act as back up and cover for scheduled payments.
3. Query Management & Issue Resolution
- Responsible for resolution, timely updates, documentation, and closure of internal queries (invoices / payments) raised in ServiceNow and external queries received via email in line with SLA requirements
- Act as escalation point and drive resolution for any query relating to Purchase Orders (POs), liaising with procurement, vendors, and business stakeholders when required.
- Lead the review and reconciliation of vendor debit balances and aged creditors reports, ensuring accuracy and timely resolution in line with financial reporting requirements.
- Manage any ad-hoc AP related task (Power-Engineering invoice mgmt., ServiceNow Knowledge articles)
4 . Controls, Compliance & Risk Management
- Ensure that invoices and queries are processed in line with internal control frameworks, including segregation of duties, system-based controls, company policies and legal requirements
- Post correction journal entries, initiate reversal requests when appropriate, ensure all transaction-level posting has full traceability for internal and external audits.
5. Problem Solving
- Ensure query resolution for mismatches between PO and invoice data, missing or invalid information, duplicate invoice detection, and supplier disputes.
- Use structured problem approach to identify AP related issues (e.g., data entry, incorrect master data, or workflow breakdowns)
6. Technology & Systems
- Operate confidently within the RR GBS Finance technology landscape, including SAP ECC, Coupa, ServiceNow, and Ivalua.
- Proficiency in Microsoft office application (Excel, Word, etc) including advanced skills in use of formulas and pivot tables, ability to perform reconciliations and generate accurate reports to support AP processes
- Identify functional issue within the systems and work with functional or technical teams to support processes improvement and bottlenecks resolution.
7. Continuous Improvement
- Drive continuous improvement by Identify recurring issues and propose improvement opportunities in invoice processing, query handling, or platform usability.
- User Acceptance Testing for new functionality/ changes
Qualifications & Experience:
Education:
- Bachelor’s degree in accounting, Finance, Business Administration, or a related field.
Experience:
- 5+ years in finance or shared services/GBS
- Experience with SAP, VIM, Coupa, iValua, Excel, Service Now, invoice processing and reconciliations
- Experience in managing to vendor/stakeholder
- Experience in employee mentoring, performance feedback, development planning, and promoting collaborative knowledge sharing
- Familiarity with compliance and accounting policies
Skills & Competencies:
- Technical / Functional Knowledge: Possesses a strong working knowledge of end-to-end Accounts Payable processes and ability to interpret and validate AP documents in the context of company policies
- Problem solving: Identifies and resolves complex queries using a logical, data-driven approach to investigate root causes. Exercises sound judgement when handling non-standard issues
- Organisation expertise: Understands the AP function within the broader Source-to-Pay (S2P) and finance organisation. Collaborates effectively with cross functional stakeholders (e.g. Procurement and Treasury)
- Accountability: Takes full ownership of queries raised and follows through on resolutions and deadlines. Maintains a high standard of accuracy and escalates risks or errors in a timely and professional manner
- Leadership: Supports onboarding and training of new analysts by sharing knowledge, documentation, and best practices. Represents the AP team on meetings upon of its managers in case of their absence.
- 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 blocked invoices resolved
- Prompt payments and duty to report statistics
- Invoice processing turnaround time
- % of invoices processed correctly (First-Time-Right)
- Number of blocked invoices resolved
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
