Purchase jobs in Singapore

Account Payable and Treasury Supervisor (Account Payable & Treasury related functions) (Maternity Cover)

Commencing: [not specified]

Job Purpose

• Being the maternity cover of the existing AFM, the supervisor of AP and Treasury function is responsible for the following tasks:

• Assist and report to Director of Finance in all areas relating to finance operation, project, financial reporting, management analysis, account payable and all treasury related matters.
• Work with team members and stakeholders to compile data / information for variance / trend analysis, conduct market research, and consolidate analysis to support decision making.
• Prepare / review materials, input, analysis, reports and presentations for senior management meetings, board meetings, parents’ townhall and other purposes.
• Assist in designing, communicating and implementing the new digitalization of internal process wherever required.
• Ensure smooth AP functions by working with the AP team to collate, verify and process payments and staff reimbursement within the internal timeframes.
• Prepare and update cash flow forecast, monitor cash positions and manage all bank and investment related matters, such as changes in authorised bank signatories, FD placement / renewal, purchase / disposal of ST investments, repayments / drawdown / rollover of bank loans, etc.
• Carry out the month end and year end closing process, prepare journal entries, bank reconciliation and monthly schedules.
• Be the key liaison person for all the school fund raising events, monitor internal approval process, the incoming and the disbursement of donations and keep comprehensive records.
• Ensure compliance of budget control by preparing/reviewing/monitoring budget vs actual reports, communicating and highlighting issues to all budget holders.
• Ensure compliance with all internal policies and SOPs in the allocated job functions.
• To be part of the project team in the assigned IT related projects for Finance / Procurement team to assist system improvement, perform testing and close pending issues post to system go-live.
• Update knowledge and expertise of changing statutory requirements, accounting standards, tax laws and charity regulations to determine the implications of such changes to financial / management reporting and internal process.
• Communicate effectively with both internal and external parties, keep complete record of meeting discussions and follow up the outstanding matters closely.

Key Accountabilities

Account Payables

• Supervise and work with the AP team to receive, match, verify and record supplier invoices (both PO and Non PO) in the accounting system.
• Review and ensure the invoices are captured in the correct GL account codes.
• Verify and ensure all the purchased items have followed the internal procurement SOPs and DOA authorization limits; communicate and resolve any discrepancies or exceptions with stakeholders.
• Ensure payment batch is processed at least once a week promptly before the payment due dates of suppliers.
• Identify, communicate and resolve all vendor payments and staff claim issues.
• Attend to queries from relevant stake holders, explain school policies and procedures and propose solutions for the issues identified.
• Continue to streamline payment process within the entire school, clear backlogs and build trust.
• Manage cash process for the School, coordinate with requestors and ensure proper follow up of receipts and invoices submission.
• Assist all ERP post-go live issues, coordinate with ERP consultants, test and close pending issues.
• Prepare new policies, SOPs and new forms for management review and approval.
• Reinforce school policies by identifying communicating and rectifying abnormalities with relevant stakeholders.
• Monitor the actual utilization of budget for all payments, prepare monthly report of actual vs budget for all budget holders and communicate issues whenever necessary.
• Provide professional and technical support to the AP team in a timely manner.
• Other tasks, duties or projects assigned by Director of Finance from time to time.

Treasury Functions

• In charge of all treasury related functions of finance team.
• Coordinate with banks, financial institutions and payment gateway service providers for all bank related matters.
• Ensure the formalities for bank account open / closures, implementation of new payment gateways and migration of payment portals etc. are done properly.
• Coordinate and ensure all formalities for changes in authorized signatories are prepared properly according to the signing mandate approved by BOG.
• Monitor and ensure the formalities for renewals/withdrawal/payment of Bank Loan/Hedging/FD are carried out within timeframe.
• Oversee and arrange approvals for purchase, disposal and tracking of investment in financial assets.
• Ensure weekly and monthly treasury report are updated correctly within timeline.
• Prepare monthly cash flow forecast with accuracy within the required timeline.
• Ensure the usage of Corporate Card are in line with school policy.
• Monitor bank balances, propose bank transfers, FD renewal / maturity whenever necessary.
• Oversees the entire cash transactions and controls of school, including but not limited to petty cash, donations, kiosk machines, school shop cash collections, etc.
• Other tasks, duties or projects as assigned from time to time.

Internal Controls, Policies and Standard Operational Procedures

• Be a partner with the Director of Finance to streamline internal processes and design new policies and procedures.
• Involve and coordinate the assigned pipeline projects, analyse the impacts of current process and propose constructive and feasible improvements and solutions.
• Prepare the assigned new policies and procedures with professional quality of best industry practice and compliance with rules and regulations of the school and the governments.
• Coordinate discussions and meetings with relevant team members, keep proper record of meeting discussions and track project progress.
• Prepare presentations for briefing of new policies/ SOPs to the school management, stake holders and staff (wherever applicable).
• Closely monitor the progress of each assigned project and ensure the tasks are completed within the agreed timelines.
• Other ad-hoc projects/ tasks to be assigned.

Other Finance Operation

• Assist fund-raising activities by coordinating with relevant departments to track funds, monitor disbursement of donations and keep proper accounting records.
• Update financial reports for fund raising events, CARE Committee, Student and Parents Committees.
• Assist all school events for collection and payments.

GL function and audit

• Prepare journals to ensure month-end, year-end closings and annual audit tasks are completed within timelines.
• Liaise with external auditor for audit related tasks, including but not limited to preparation of audit schedules, follow up audit issues and prepare supporting documents required by the auditor.
• In charge of month end closing for the allocated functions, prepare/ review related journals, Debit Note, Credit Note.
• Follow up bank reconciliation open items and carry out adjustments.
• Prepare monthly schedules and financial reports required from time to time.
• Coordinate with relevant team members to follow up the open items identified in the monthly schedule.

All tax related matters

• Prepare/review quarterly GST filing calculation and reconciliation.
• Review withholding tax calculation and provide technical advice / support to AP officer.
• Assist to establish the control process for all tax compliance aspects.
• Communicate with IRAS, internal and external parties for tax related matters.
• Perform tax filings on IRAS websites.
• Assist to follow up, communicate and resolve tax matters with IRAS.
• Identity potential tax risks proactively and propose solutions.

IT and other ad-hoc projects and tasks

• Involve in the assigned IT related projects for Finance and Procurement Team.
• Implement new processes and policies in new systems if required.
• Design new forms for internal application/approval and other reports using Excel, Jotform, Microsoft Form and any other applicable software.
• Other tasks, duties or projects as assigned by Director of Finance from time to time.

Knowledge and Experience

• Bachelor/ master’s degree in accounting, Finance or other equivalents, or professional degrees (e.g. ACCA)
• Hands-on experience in all areas of finance operation, including but not limited to GL, AP, and treasury function for at least 8 to 10 years
• Excellent knowledge and hands-on experience of GST and withholding tax regulations is a must
• Full hands-on experience in handling both external and internal audit
• Expert in payment processing and treasury related functions
• Being IT tech savvy in learning new systems and designing new templates using IT tools
• Good knowledge of Financial Reporting Standards of Singapore and Charity Accounting Standard
• Experience in leading a small team with 3-4 members

Technical and Soft Skills

• Highly proficient and advanced level in Microsoft Excel, Word and Power Point
• Excellent communication skills in liaising with various internal and external stakeholders
• A stress-taker with high level of tolerance, patience, and proactive mindset in resolving issues across internal and external department
• Willing to be flexible for longer working hours (may include ad-hoc weekends) during peak seasons and school events
• Embrace “student focus” culture and have “customer service” mindset to promote professional services to the community
• Passionate to achieve continuous improvement and willing to go beyond comfort zones
• Able to adapt fast to the changing environment and be “flexible” in possible areas while maintaining professional codes of conducts
• A team player with a spirit of sharing and willing to help others
• Being highly self- motivated, self-driven and proactive to resolve issues
• Able to adjust quickly in the changing environment and embrace on-going changes
• Flexible to take on additional tasks or changes in work scopes when required

Fair Recruitment and Safeguarding:We are committed to fair recruitment practices and safeguarding the welfare of all students. We ensure that our hiring processes are free from discrimination and bias on the basis of age, nationality, gender, sexual orientation, marital status, pregnancy status, caregiving responsibilities, race, religion, language or disability. As part of our commitment to safeguarding, we conduct thorough background checks on all candidates which include criminal background checks in all countries lived and worked in for the last ten years, as well as reference checks. Any offer is subject to the satisfactory completion of such checks. Our school prioritises the safety and well-being of our students, and we expect all staff members to uphold these values.