Accounts Payable and Disbursement Associate - ABU-EMP Financing Inc

Private Advertiser; Makati; On-site; PHP 300,000 - 460,000; Full time

Job summary

Private Advertiser is seeking an Accounts Payable and Disbursement Associate to manage payable and disbursement operations, verify invoices, liquidate expenses, and handle tax documentation in line with BIR regulations. The role emphasizes strict adherence to approval matrices, cloud ERP usage (Xero, Zoho Expense), and meticulous record-keeping in Manila-based operations.

The ideal candidate may have a Bachelor’s degree in accounting/finance; experience is not required.

Qualifications

• Bachelor’s degree in Accountancy, Financial Management, or a related field.
• No prior experience required.
• Proficiency with cloud ERP tools (Xero, Zoho Expense).
• Strong knowledge of Philippine tax compliance (BIR Form 2307, EWT).
• Excel skills (VLOOKUP, pivot tables, sums).

Responsibilities

• Review and approve payment requests and cash advances according to the workflow.
• Encode payable transactions and reconcile entries in the accounting system.
• Manage weekly disbursement cycles and generate/reconcile payment batches.
• Review Expanded Withholding Tax schedules and ensure correct tax codes and remittance.
• Prepare, review, and issue BIR Form 2307s; maintain voucher packages and tax documents.
• Scan, archive, and file vouchers and supporting documents for audit readiness.

Skills

Xero Accounting

Zoho Expense

BIR Form 2307

Expanded Withholding Tax

Microsoft Excel

Education

Bachelor’s degree in Accountancy/Finance

Tools

Xero Accounting

Zoho Expense

Job description

Job Description: Accounts Payable and Disbursement Associate

Role Overview

The Accounts Payable and Disbursement Associate is responsible for managing the payable and disbursement operations, invoice verification, expense liquidation, and tax documentation. This role acts as a primary control point for departmental Requests for Payment (RFPs), ensuring strict adherence to internal approval matrices, tax compliance (BIR regulations), accurate execution across accounting and expense management systems, and the systematic scanning and filing of all financial records.

Key Responsibilities

1. Request for Payments Review & Approval Workflow

• Serve as the Initial Approver for all departmental Requests for Payment and Cash Advance Liquidations.

• Verify that payment amounts match the attached receipts, calculations are correct, valid BIR receipts, required attachments, and follow company spending policy.

• Facilitate approval escalation protocols: route verified payment requests for final approval, followed by compliance review and transmittal preparation

2. Expense Processing & Accounting Execution

• Accurately encode trade and non-trade accounts payable transactions and cash advance liquidations into the System.

• Reconcile entries against official review transmittals.

• Coordinate and execute payment transactions in Accounting System, ensuring accurate ledger allocations, proper chart-of-accounts mapping, and zero payment discrepancies.

3. Disbursement Management & Weekly Payment Cycles

• Own the weekly disbursement cycle, verifying all transactions meet the dual-authorization threshold prior to execution.

• Generate and reconcile payment run batches, ensuring timely settlement of vendor liabilities and employee reimbursements.

4. Expanded Withholding Tax (EWT) Review & Tax Compliance

• Conduct a detailed review and reconciliation of the Expanded Withholding Tax (EWT) schedule provided by the external accounting against the general ledger and purchase registers prior to filing and payment .

• Ensure correct application of Alphanumeric Tax Codes (ATCs) and withholding tax rates across trade and non-trade payables.

• Validate that tax calculations fully align with monthly remittance forms (BIR Form 0619-E) and quarterly returns (BIR Form 1601-EQ).

• Prepare, review, and issue complete and accurate BIR Form 2307 (Certificate of Creditable Tax Withheld at Source) to vendors within statutory deadlines.

5. Voucher Preparation, Scanning & Filing

• Assemble and archive complete Check Voucher Packages, ensuring audit readiness:

  • Print physical checks and corresponding bank disbursement documentation.

  • Prepare and attach BIR Form 2307 with correct withholding tax rates.

  • Generate and bind supporting reports: Check Vouchers, Zoho Expense Reports, Payable Vouchers, and original official receipts/invoices.

• Scanning & Digital Archival: Scan all approved RFPs, liquidation, official receipts, invoices, and signed voucher packages; attach digital copies to their corresponding transactions in the System, and upload them to designated cloud folder.

• Physical Filing: Systematically organize, label, and file physical hard-copy voucher packages and tax documents in accordance with BIR document retention guidelines and internal audit standards.

Qualifications & Competencies

• Education: Bachelor’s degree in Accountancy, Financial Management, or a related field.

• Experience: No experience required.

• Technical Skills:

  • Proficiency with Xero Accounting and Zoho Expense (or comparable cloud ERP/expense management platforms).

  • Strong working knowledge of Philippine tax compliance, specifically regarding BIR Form 2307, Expanded Withholding Tax (EWT) review/filing, and official invoice/receipt validation.

  • Proficiency in Microsoft Excel (VLOOKUP, pivot tables, sumifs).

• Core Competencies:

  • High attention to detail and rigorous adherence to internal controls.

  • Strong organizational discipline for digital document scanning, tracking, and physical filing.

  • Strong communication skills for multi-stakeholder coordination across departments, executives, and external vendors.

  • Strict adherence to weekly cutoffs and payment deadlines.