Senior Officer, Invoice Control recruitment
Overview
Invoice Control is responsible for the processing of the TAM, BAS Technical Co-operation (TC) funded invoices. The main purpose of the Unit is to reimburse these consultants in a timely manner.
Key Tasks Responsibilities
- Advise consultants, vendors and Bank staff on matters relating to TAM , BAS or CSU TC funded invoice preparation and payment
- Advise consultants on issues related to TAM, BAS or CSU TC funded contracts, budgetary queries payment reconciliation
- Attend meetings with internal and external clients when required
- Liaise with Operation Leaders and departmental Budget Officers (BOs) in relation to invoice disbursements and invoices that are not in accordance with contracts
- Liaise with Consultancy Services Unit, if necessary, on issues relating to expired or exceeded contracts, budgetary problems, fund reallocations, unlisted experts etc.
- Review the contract records created in SAP by interface from the CCS system to identify potential problems
- Log and scan the invoices into SAP and track the progress of the invoices through the authorisation path to ensure timely payment
- Check invoices against the contract budget lines and ensure that they comply with Bank and donor policies in relation to supporting documentation
- Check the receipts and conversion rates of expenses in currencies other then contract currency
- Prepare VAT journals for TC funded VAT invoices
- Check whether there are enough available funds to pay the invoices on the payment proposal report and generate the payment instructions
- Prepare monthly statistics TC funded invoices
- Chase any aged outstanding invoices identified on the monthly statistics report and ensure effective action has been taken to facilitate timely payment
- Be familiar with all types of manual (non-contracted) non-manual (contracted) TC funded invoices, OPEX , SUBSIDY, BAS, TAM #2 and TAM contract invoices and advances
- Participate in cross-training Invoice Control members in all aspects of TC invoice processing
- Provide guidance to the rest of the team on any day to day queries, problems, training and technical issues
- Participate in the organisation and presentation of semi-annual TC BO workshops and prepare and deliver ad-hoc TC BO training as required
- Other ad-hoc tasks as assigned by the Invoice Control Manager/Assistant Manager
- Reply to client enquiries both external and internal
- Ensure tight deadlines are adhered to
Essential Skills, Experience Qualifications
- Educated to degree level or equivalent (preferably Business/Accounting and Finance related) - Excellent knowledge of the Bank's expense guidelines, policies, rules and regulations - Good level of numeracy, aptitude for figures - Strong computer skills, with knowledge of SAP accounting systems being particularly advantageous Fluent English, both written and spoken - Knowledge of Russian, French, Arabic or another Eastern European Languages would be an advantage
Competencies Personal Attibutes
- Bright, articulate and clear thinking, with a high degree of attention to detail and accuracy
- Strong interpersonal skills, including tact and diplomacy
- Ability to work independently and to set clear goals and objectives for self, focusing on the delivery of targets.
- Willing to take on additional tasks/responsibilities as required from time to time
- Foster teamwork ensuring the unit operates in an accurate and timely manner
- Able to demonstrate leadership skills providing training and guidance to new or more junior members of the team
- Prepared to work overtime and weekends as required