Associate, Finance & Procurement

Financial Management - Manage and execute financial transactions, including accounts receivable and payable, reconciliations, and ledger management. - Monitor financial performance and prepare detailed financial reports, including balance sheets, income statements, and cash flow forecasts. - Assist in the preparation and presentation of financial reports to senior management or external stakeholders. - Support budget planning, allocation, and monitoring to ensure effective utilization of resources. - Ensure compliance with internal financial policies, accounting standards, and regulatory requirements.

Internal/Finance Audit - Assist in planning and conducting internal financial audits to evaluate the effectiveness of controls and compliance with policies. - Identify and report discrepancies, inefficiencies, or risks in financial processes and propose actionable solutions. - Maintain accurate documentation of audit findings and follow up on the implementation of recommendations. - Answer the auditor’s questions (the required data only considering the information protection). Provide response as per stipulated timeline to avoid delay in audit.

Procurement Support - Develop and implement procurement strategies to ensure cost-effective sourcing while maintaining quality and compliance. - Conduct market research to identify potential suppliers and evaluate their reliability and performance. - Manage vendor relationships, negotiate contracts, and secure favorable terms for goods and services. - Review and process purchase requests, ensuring they meet procurement policies and budget constraints. - Monitor and manage inventory levels to avoid shortages or excess stock.

Analysing - Analysing transactions to ensure that they comply with financial policies and procedures that are in place. - Responsible for analyzing discrepancies, while preparing reports explaining the investigation or audit outcome. - Responsible for organizing and maintaining client and vendor files. - Account Analysts may need to offer support to the finance team as needed.

Issue Resolution - Serve as a point of contact for resolving finance and procurement-related queries from internal and external stakeholders. - Investigate and resolve invoice discrepancies, payment delays, or supplier issues promptly. - Collaborate with other departments to streamline processes and enhance financial and procurement operations.

Compliance and Reporting - Ensure adherence to organizational policies, financial standards, and procurement guidelines. - Maintain accurate records of financial and procurement activities for audit and reporting purposes. - Assist in drafting and updating finance and procurement policies, procedures, and manuals. - Prepare other financial reports on specific activities and performances as needed. - Prepare the year-end file for the auditors and oversee the annual audit. - Ensure accurate and timely submission of Inland Revenue returns. - Produce termly summaries of income received (from all sources) and paid/committed expenses. - Monitor and report petty cash & cash advance transactions. - To maintain an updated record on the vendors, contractors and tenant listing for finance usage.

Account Receivables - Process accounts and incoming payments in compliance with financial policies and procedures Perform day to day financial transactions, including verifying, classifying, computing, posting and recording accounts receivables’ data - Prepare bills, invoices and bank deposits. - Reconcile the accounts receivable ledger and balance sheet to ensure that all payments are accounted for and properly posted. - Maintain the profit & loss balance sheet. - Verify discrepancies by and resolve clients’ billing issues - Facilitate payment of invoices due by sending bill reminders and contacting clients - Generate financial statements and reports detailing accounts receivable status - Facilitate payment of invoices due by sending bill reminders and contacting clients.

Account Payable - Receive, verify, and process invoices for goods and services. - Ensure timely payments to vendors, including preparing checks, electronic transfers, and payment records. - Reconcile accounts payable transactions with vendor statements and resolve any discrepancies. - Maintain accurate and organized records of all accounts payable transactions. - Ensure adherence to company policies, tax regulations, and financial controls. - Respond to vendor inquiries and maintain positive relationships. - Assist in generating periodic financial reports related to accounts payable activities.

General Administration - Coordinate the vendor systems for the company including the appointment of service support contractors and suppliers, purchasing hardware, software and network equipment, the upkeep of the network. - Oversee general office management issues such as pantry items, central stationery, office supplies, copier agreements etc. - Any other duties as may reasonably be required and that fall within the scope and range of the job. - To assist Accounts Payable Finance in issuing any payment via M2E, to prepare management paper and the purchase requisition form. Backup verifier for Head of Finance during his absence to verify payment made via M2E. - Maintain all the contracts with vendors and tenants/clients, regularly check the expired date of the agreement and highlight those which are approaching the expiry date to respective BUs or Management to decide on renewal or ending the contract. - Prepare necessary letters and papers to execute the job including official correspondences, Management Papers, Board Papers and emails. - Any other duties as may reasonably be required and that fall within the scope and range of the job. - Assist in maintaining the updated Standard Operating Procedure, Policies & Procedure to be in compliance. - Assist in maintaining the Organizational Anti-Corruption Plan (OACP) to be in compliance. - To liaise with the Auditor as needed to ensure all the data & documentations are in order for compliance. - To update and maintain accurate data on cloud or online such as the MYOB system.