Accounts Assistant

1. Supplier Masterfile Data (SMF) in UBW
The registration of information into the UBW administration for new suppliers and changes or updates of in the information of existing suppliers.

2. Scanning and Registration of Supplier Invoices
The processing of all incoming supplier invoices, the volume of which tends to vary with entities or projects undertaken by the company and of which FSSC Dubai is supporting. This includes performing necessary checks to ensure invoices are following rules and regulations and obtaining the necessary approvals and cost allocations from relevant managers through the electronic workflow.

3. Payment of Supplier Invoices
The process of preparing regular Remittance Proposal (RP) for supplier invoices registered in UBW to be approved by authorized signatories per client and payments for rents, subscriptions, utilities and other such periodical payments and advance payments requested by projects/departments.

On time submission OTC-TRS (Treasury) of these payments’ files for further processing.

4. Control of Supplier Ledgers & related General Ledger (GL) Account
Full responsibility for supplier control including periodical reconciliation with suppliers’ statements and other concerns and making sure that the AP aging analysis of each entity handled are clean of any issues and old outstanding unpaid invoices.

Obligation to reconcile related General Ledger (GL) accounts making sure any irregular entries or balances are reported to RTR for review /information and making the needed corrections after approval of the action needed for the accounts.

5. Communication
Regular sending of a list of pending invoices for approval (status A invoices) to authorized signatories for action.

Correspondence with suppliers/service providers on issues/concerns relating to invoices and payment status.

6. Reporting
On-time submission of regular reports including monthly recharging timesheets, GL Account Review checklist and other required reports.

7. Archiving
Ensuring needed data/information are stored in the required network folders, shared folders and group mailboxes in an orderly manner for easy reference and retrieval.

All working files and documents shall not be stored in individual files/drive/computers unless needed when working from home and access to the required servers is not possible. In such cases, documents shall be stored in the required locations as soon as the exceptional situation is no longer present.