Job Description
AP Junior Analyst
Reports To: AP team leader
Role Purpose:
The Accounts Payable Junior Analyst will be responsible for managing invoices and credit notes received by the AP team across RR GBS, and for supporting the resolution of queries.
The role ensures that all documents are handled accurately and efficiently, in compliance with company policies and procedures, to support timely payments.
Role Description:
The AP Junior Analyst is responsible for processing invoices which includes receiving, validating and recording invoices in SAP, ensuring all transactions are handled accurately and efficiently in accordance with company policies and established accounting standards. The role involves collaborating with internal AP team to facilitate smooth processing and contribute to the overall effectiveness of the finance function.
Key Duties & Responsibilities:
1. Invoice Processing & Administrative Support
- Receive, sort and prepare documents received to ensure proper routing of AP documents to relevant inbox for processing
- Validate invoice data against acceptance criteria; return inadequate or incomplete invoices to vendors with appropriate guidance.
- Manually upload all the documents received (AP mailbox) into SAP or Coupa with accuracy
- Validate invoice data received manually against acceptance criteria; return inadequate or incomplete invoices to vendors with appropriate guidance.
- Review the VIM exceptions, identifying and addressing issue such as missing or incomplete information
- Monitor shared mailboxes and digital queues for incoming invoices and route appropriately.
2. Query Support & Issue Escalation
- Record the invoice-related queries using ServiceNow for internal and email for external, timely resolution, proper documentation, and closure in line with SLA requirements.
- Respond to standard queries or information requests from vendors or internal stakeholders based on defined process guidance.
- Review disputes to identify the potential causes and route them to relevant AP team member.
- Collaborate with Procurement and Receiving teams to support the resolution of PO and invoice related issues by providing necessary information or clarification.
- Monitor assigned vendor accounts for debit balances or aged credits and flag discrepancies for further review or action by another AP team member.
- Follow up with vendors or internal teams to request missing information needed to complete and process incomplete invoices.
3. Risk, Compliance & Controls
- Comply with internal policies and controls and raise issues to AP leader.
4. Problem Solving
- Ability to follow the defined procedures using the process guide and checklist and escalate issues when beyond defined scope.
5. Technology & Systems
- Use GBS Finance tools including SAP, ServiceNow, and shared mailboxes to conduct daily tasks.
- Report any basic system issues (e.g., invoice scan errors, incorrect routing) to the relevant support teams.
6. Continuous Improvement
- Support the identification of improvement opportunities and the implementation of improvement initiatives by actively participating and providing inputs to leadership.
- Participate in team discussions and share observations from daily work to support process improvements.
- Support implementation of changes by adjusting workflows and updating personal work practices as needed.
Qualifications & Experience:
1. Education:
- Bachelor’s degree in accounting, Finance, Business Administration, or a related field.
2. Experience:
- 1-2 Years or completion of finance apprenticeship
- Familiarity with SAP/Coupa and invoice processing
- Familiarity with finance procedures and compliance policies
3. Skills & Competencies:
- Technical / Functional Knowledge: Basic understanding of finance principles, particularly within Accounts Payable. Able to accurately process tasks and identify issues which require escalation.
- Problem solving: Follow established procedures and recognize when a query is beyond scope and escalate appropriately.
- Organisation expertise : Understand the structure and functions of the wider AP team, including roles and responsibilities, to ensure queries are routed correctly.
- Accountability: Take responsibility for completing assigned tasks with accuracy and within set deadlines
- Leadership: This is an individual contributor role with no supervisory duties
- Interpersonal skills: Communicate clearly and professionally, both verbally and in writing, when interacting with different stakeholders
4. Measure of Performance for the role:
- Volume of basic queries resolved independently.
- Invoice data completeness and accuracy
- Timely routing of documents and query escalation
- % of documents returned due to incomplete or incorrect data
As part of our selection process, candidates in certain locations may be asked to complete an online assessment, which can include cognitive and behavioural aptitude testing relevant to the role. If required, full instructions for the next steps will be provided.
Job Category
Finance
