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Purpose of Role :

To provide administrative and financial support to the Financial Controller ensuring that payments and expenditures are monitored and processed in an efficient, effective and accurate manner and that suppliers and vendors are paid within established timescales adhering to company policies and procedures.

Summary of Key Duties and Responsibilities: Invoice processing:

Reviewing and verifying invoices received from vendors are on time and ensuring they are accurate and properly recorded in Oracle fusion system.

Data entry: Entering invoice details into the accounting Oracle software and ensures that the invoice number, amounts, and other relevant data are accurate.

Expense reconciliation: Matching invoices and payment records with purchase orders, GRN, and other relevant documents to ensure accuracy and resolve any discrepancies. No Invoices should be processed without PO.

Payment processing: Coordinating and processing payments to vendors, which may involve initiating electronic fund transfers (EFTs) from software or setting up online payments from bank directly. Processing student refunds and part-time staff salary payments on time.

Expense Auditing: Auditing expense staff expense claims and cash advance requests and processing requests on time.

Vendor management: Communicating with vendors regarding invoice inquiries, payment status, and resolving any issues or disputes that may arise. Regularly verifying vendor SOA and documenting their reconciliation.

Record keeping: Maintaining organized and up-to-date records of invoices, payments, manual requisitions and supporting documentation.

Accounts reconciliation: Assisting in reconciling accounts payable balances with vendor statements and general ledger accounts, identifying and resolving any discrepancies.

Reporting: Assisting in the preparation of periodic reports related to accounts payable, such as aging analysis, expense projections, and processing timelines. Prepare any other reports as required for Internal and external audit. Prepare key performance indicator reports and assist in preparing balance sheet reconciliation reports.

Compliance: Ensuring adherence to company policies and procedures, as well as relevant accounting regulations and laws, such as VAT requirements and financial reporting standards.

Support to the accounting team: Collaborating with other members of the accounting department and providing support in various tasks, such as month-end and year-end closing procedures. Providing information to other departments on payments queries if any.

Continuous improvement: Identifying opportunities for process improvements in the accounts payable function and recommending solutions to enhance efficiency and accuracy.

Cash Management: Disburses petty cash by recording entry and verifying documentation. Prepare monthly petty cash expense report and reconcile cash balance..

Education, Qualifications & Experience:

Essential * Literacy and numeracy skills equivalent to SCQF Level 5 or similar or equivalent experience

• Experience of working within a similar environment as outlined above
• Competent in the use of relevant IT packages
• Well-developed interpersonal skills
• Demonstrable professional and proactive approach
• Demonstrable ability to work quickly, flexibly and accurately in a dynamic, changing and pressured environment
• Demonstrable provision of excellent customer service

Desirable * Educated to SCQF Level 6 or equivalent qualification

• Knowledge and understanding of Oracle fusion software
• Experience of Higher Education

At Heriot Watt we are passionate about our values and look to them to connect our people globally and to help us collaborate and celebrate our success through working together. Our research programmes can deliver real world impact which is achieved through the diversity of our international community and the recognition of creative talent that connects our global team.

Our flourishing community will give you the freedom to challenge and to bring your enterprising mind and to help our partners with solutions that can be applied now and in the future. Join us and Heriot Watt will provide you with a platform to thrive and work in a way that also helps you live your life in balance with well-being and inclusiveness at the heart of our global community.

The appointment is conditional upon successful completion of all Labour and Immigration formalities.

Heriot-Watt University