Objectives of the Position
- Provide Accounts Payable's related support to deliver AP services to BASF companies in Asia Pacific in accordance to Accounts Payable processes and work procedures and in compliance with BASF policies, Financial Reporting Compliance (FRC), local company legal and statutory requirements.
- Ensure that timelines and quality meet the agreed service levels and targets.
- To coordinate, train and support the Analyst in performing Accounts Payable's payment process related function.
- Assist and support Payment Manager in daily task, implementation of project initiatives as when required.
Main Tasks
Functional Tasks (including but not limited to):
- To be a "First Contact Point" within the team, by providing expert knowledge and support to peers and Analysts through
proper knowledge transfer; sharing of resources, knowledge, experience and best practices.
- To act as 1st backup for manager on daily task as and when required.
- To monitor and ensure all payment transactions are executed within the given and agreed timeframe which defined in the
BASF Asia Pacific Finance Services Accounts Payable Service Level Agreement (SLA).
- To monitor down payment report executed by payment analyst daily and handle technical error when necessary.
- To monitor high value invoice report to ensure the invoices are paid on timely manner.
- To monitor and handle critical payment items - manual payments, project related one-time payment and ensure accuracy of
payment made.
- To monitor and ensure all payment processes are aligned to the established Work Instruction (WI) steps and Process
Definition (PD) procedures, with the accordance to FRC.
- To ensure the 'accuracy and the timeliness of payment process according to agreed Service Level Agreement (SLA) with
BASC’s customer contract.
- To coordinate and ensure that the analyst attends to the Accounts Payable Service Desk and Payment mailbox on timely
manner.
- To monitor the accuracy and completeness of clearing on Account Payable related outgoing payments.
- To work closely with internal/external business partners (e.g. Procurement, Invoicing, HRS, MD, IQA, Local/Regional Finance
and etc.) on resolving payment related topics.
- Provide guidance to team members in resolving issues/queries. Groom and develop team members to be able to handle
issues/queries independently
- Ensure WI are reviewed on a half yearly basis, and new processes are clearly documented especially for new team members.
- Support implementation of accounts payable policies based on guideline according to regional and global standard
- Monitor & perform GRIR clearing on a monthly basis including statement of accounts reconciliation
- Generate AP monthly aging report and perform analysis (aging/debit balances) with follow up on invoices and block status.
- Input VAT management including input VAT verification, non-deductible input VAT adjustment and VAT reconciliation
reports preparation.
- Regularly analyse on root cause of late payment and propose for solution to improve payment timeliness.
- Perform Risk Monitor on timely basis with follow up and stamp of action notes – Risk Monitor Missing Approval, Risk
Monitor T&E, Risk Monitor Overdue and Risk Monitor Parked Document.
- Support audit yearly audit activities and ensuring prepared by clients reports, audit samples collection, audit walkthrough
and vendor balance confirmation letters are completed on time within audit schedule.
- Schedule and prepare month end post mortem meeting with the manager on regular basis by having an analysis and status
update on GRIR status, Risk Monitor reports, Payment Accuracy and any related areas which concern the impact on P2P
operation.
Customer Relationship Management
- Monitor work execution in accordance with the service management framework by providing timely and accurate customer
service.
- Ensure key stakeholder's queries are attended to and resolved in a timely, responsible and proactive manner.
- Monitor all activity are processed within agreed service timelines
- Monitor customer queries are attended to and resolved in a timely, responsible and proactive manner with end-to-end
approach.
- Establish and maintain good working relationship with local companies & stakeholders.
Process Excellence
- Support Manager to identify, recommend and develop solutions for continuous improvement opportunities.
Assist Manager to manage knowledge gained on work problems encountered and steps for resolution to facilitate continuous learning, development and cross sharing of knowledge throughout accounts payable team.
- Act as AP Digital Assistant to improve AP performance indicators towards strategic and data-driven position
- Ensure quality of service offerings are maintained through knowledge transfer & retention of team members.
- Provide support to ensure on-time implementation on global and regional P2P projects.
- Collaborate closely with Expert/Specialist community in process enhancement related topics.
- Drive process changes in the team by recommending and proposing solutions to local company.
- Ensure quality of service offerings are maintained through knowledge transfer & retention of team members.
Education & Working Experience:
- Degree in accounting, finance or business administration
- More than 5 years’ experience in Finance and Accounting including 1 - 2 years of experience in supervising a team.
- Basic knowledge and understanding of P2P and accounting functions.