Key Responsibilities
1. End-to-End Centralized AP Management
- Organize and oversee the entire AP process, including:
- Receiving Payment Requests.
- Verifying documents for completeness, validity, and legality.
- Recording liabilities by the correct Entity and Finance Dimension.
- Prepare payment proposals, ensuring:
- 100% of transactions have valid and legal documentation.
- No transactions occur outside the established process or without control.
2. Contract Review (Domestic & International)
- Review terms related to payment schedules, financial obligations, invoicing, taxes, and penalty clauses.
- Identify and report unfavorable terms.
- Review international payment terms (T/T, L/C, DP, DA, etc.) and Incoterms.
- Coordinate with Treasury to prepare and monitor L/C progress, ensuring L/C terms match the contract and identifying international payment risks.
3. Document & International Payment Control
- Establish verification standards for Contracts, POs, Invoices, and Acceptance Minutes.
- Ensure 3-way matching (PO – GR – Invoice) and enforce a no document, no payment policy.
- Control all international payments for ingredients, CAPEX, and foreign services, ensuring compliance with foreign exchange regulations.
4. Cost Control & Expense Validation
- Act as the first line of defense for all expenditures.
- Ensure costs (logistics, transportation, services, etc.) are contract-based, non-duplicate, and within the approved budget.
5. Tax Compliance & Budget Control
- Ensure input invoices meet validity, reasonableness, and legality requirements to prevent non-deductible expenses and tax risks.
- Monitor expenditures against budgets; report or alert authorities regarding over-budget items.
- Ensure accurate cost allocation to Finance Dimensions (Cost Center/Expense Type/Business Unit).
6. Payment Planning & Treasury Coordination
- Develop weekly/monthly payment plans and submit payment proposals according to SLAs.
- Coordinate with the Group Treasury Manager on cash flow coordination and liquidity assurance.
7. Vendor Credit & Master Data Management
- Establish and manage Vendor Credit Limits and payment terms; periodically evaluate vendor creditworthiness and DPO (Days Payable Outstanding) optimization.
- Manage the Group Vendor Master Data on ERP, ensuring accuracy and preventing unauthorized changes to bank account information.
- Coordinate with Group CA to mitigate fraud risks.
8. System Implementation & Process Standardization (Policy & SOP)
- Develop and update Group-wide policies: AP Policy, Cost Policy, Vendor Payment Policy, and Reimbursement Policy.
- Set up detailed SOPs for invoice processing, approvals, and exception management.
- Participate in implementing ERP, AP Automation, and BI Dashboards/KPIs for AP management.
9. Internal Coordination
- With Entity CA: Ensure documents are sufficient for signing, approvals follow the DOA, and support legal checks/audit explanations.
- With Other Depts: Collaborate with Treasury (cash flow), Procurement/Legal (contracts), and Business units (spending needs).
10. Team Management & Development
- Manage the AP team: Assign tasks by entity/function, provide training, and conduct performance evaluations.
- Optimize workflows through automation and ensure team performance meets SLAs.
Requirements:
- Bachelor's degree in Finance, Accounting, Economics, or Business Administration.
- 5–7 years of experience as an AP Manager; experience in trading/distribution or multi-entity groups; experience managing teams of 10+ people.
- Deep understanding of AP & Financial Operations, Tax Compliance, and International Payments.
- Effective cross-functional coordination; clear, persuasive communication with the firmness to reject non-compliant requests; strong leadership balancing business support with compliance.
- Deep knowledge of AP processes and tax regulations regarding valid documentation; leadership and pressure management (deadlines/KPIs).
- Proficiency in ERP systems (SAP, Oracle, Microsoft Dynamics), Excel, and Power BI.
- Proficient in English (4 skills)
