Assistant Officer - Operational Invoice Control

Position Overview

The Assistant Officer - Operational Invoice Control plays a pivotal role in maintaining the financial integrity of operational activities by ensuring the accuracy, compliance, and efficiency of invoice processing. This position is instrumental in supporting the organization’s financial health by meticulously reviewing, validating, and controlling invoices in alignment with established policies, regulatory requirements, and operational standards. The role requires a detail-oriented professional with a strong understanding of accounting principles and a commitment to fostering collaborative relationships across departments.

Key Responsibilities

In this dynamic and fast-paced environment, the Assistant Officer - Operational Invoice Control will be responsible for the following core duties:

• Invoice Validation and Compliance: Collaborate with regional managers to analyze and validate operational invoices, ensuring they meet accuracy, completeness, and compliance standards. Verify adherence to contractual agreements, company policies, and regulatory requirements to mitigate financial risks.
• Policy and Procedure Development: Contribute to the creation, refinement, and implementation of invoicing policies and procedures, ensuring alignment with industry best practices and organizational objectives. Stay updated on evolving regulatory frameworks to maintain compliance.
• Vendor Relationship Management: Maintain strong, professional relationships with vendors to facilitate timely and accurate invoice submissions. Address and resolve any discrepancies or issues that may arise, fostering a collaborative and solution-oriented approach.
• Audit Support: Assist in internal and external audits by providing comprehensive documentation, explanations, and insights regarding invoice processes, discrepancies, and controls. Ensure all records are readily accessible and compliant with audit requirements.
• Reconciliation and Data Accuracy: Support the monthly reconciliation of invoices against purchase orders and delivery receipts to ensure alignment and accuracy. Accurately enter data into the invoice system, maintaining detailed and organized records for easy retrieval and compliance purposes.
• Process Improvement: Identify opportunities to enhance the efficiency and effectiveness of the invoice control process. Implement innovative solutions to streamline workflows, reduce errors, and improve overall operational performance.
• Cross-Functional Collaboration: Work closely with finance, operations, and procurement teams to resolve discrepancies, address invoice-related issues, and ensure seamless processing. Serve as a liaison to facilitate clear communication and alignment across departments.
• Reporting and Insights: Prepare and present regular reports on invoice status, discrepancies, processing times, and key performance indicators. Provide actionable insights to management to support data-driven decision-making and continuous improvement.
• Risk Mitigation: Ensure all invoices adhere to company policies and regulatory requirements, proactively identifying and addressing potential financial risks. Maintain a vigilant approach to compliance and accuracy to safeguard the organization’s financial health.

Qualifications and Experience

To excel in this role, candidates must meet the following qualifications and possess relevant experience:

• Education: A Bachelor’s degree in Accounting, Business Administration, Finance, or a related field is required.
• Professional Experience: A minimum of 2 to 4 years of hands-on experience in invoice control, accounts payable, or a similar financial role is essential. Prior experience in operational or financial compliance is highly desirable.
• Technical Skills: Proficiency in financial software, ERP systems, and Microsoft Office Suite (particularly Excel) is required. Familiarity with invoice processing systems and data entry tools is a plus.
• Analytical Abilities: Strong analytical skills with the ability to interpret financial data, identify discrepancies, and propose effective solutions. Attention to detail is critical to ensure accuracy and compliance.
• Communication and Collaboration: Excellent verbal and written communication skills, with the ability to interact professionally with stakeholders at all levels. A collaborative mindset and problem-solving approach are essential for success in this role.
• Organizational Skills: Exceptional organizational abilities to manage multiple tasks, prioritize workloads, and maintain meticulous records. The capacity to work in a fast-paced environment while meeting deadlines is crucial.