Competition: Accounts Payable Officer/Cashier

Job Title: Accounts Payable Officer/Cashier
Position Number: 446
Location: Ottawa
Group: Finance and Administration Division
Level: F ($39,625 - $45,569)
Immediate supervisors: Accounts Payable Coordinator
Duration: Until February 21, 2007
Closing Date: January 27, 2006

Job Summary

Under the supervision of the A/P Coordinator, the incumbent provides direct support to the processing of supplier invoices, payments to staff (travel advances, expense reports and other reimbursements), payments to recipients, consultants and participants by way of cheques or wire transfers. In order to process payments in a timely manner, the incumbent must coordinate his/her work activities with other divisions such as Administrative services, Grant Administration division, Programs and Partnership Branch, Secretariats and Regional Offices. As well, the accounts payable officer is responsible for performing the cashier duties.

This position is primarily responsible to analyse and process invoices for Programs and Partnership Branch, Grant Administrative Division, Food and hospitality as well as the Library by way of cheques. The incumbent is also responsible for all duties related to cashier services.

Primary Duties or Responsibilities

Accounts Payable functions: (60%)

reviews and verifies invoices to ensure conformity and/or compliance to IDRC’s policies and procedures, the respective purchase order and/or contract (if applicable), the Centre’s GL coding structure is correct, the GST, PST and income tax guidelines are followed and banking information is provided for payments by wire transfer;
prepares invoice batches and inputs in the accounts payable module on a daily basis to ensure payments are processed to meet weekly and monthly deadlines;
audits travel related expense statements to ensure compliance with IDRC travel policies and procedures and accuracy with submitted receipts;
communicates with staff when additional clarification/explanation is warranted;
updates expense statements in the expense management system;
updates the accounts payable data base on a regular basis;
enters journal entries in other to record expenditures in the financial system;
provides advice to staff regarding policies and procedures relating to accounts payable, wire transfers and travel;
responds to inquiries from suppliers, consultants and staff regarding payments status; and
acts as back up for the process of wire payments Centre wide through file transfer or manual input.
Responsible for updating and maintaining the banking information database and overseeing the accuracy of the banking information provided by Head Office and Regional Offices.
Provides assistance and guidance to all staff (Head office and Regional offices) regarding proper bank routing and investigates problematic payments.

Cashier functions: (40%)

provides courteous and efficient service to staff and Centre contracted persons when reimbursing approved disbursements. The cashier must ensure that reimbursements is in line with the applicable policies and procedures and that the expenses are properly approved;
oversees the receipt of cash and cheques, prepares and reconciles the cash receipts, and prepares the weekly bank deposit;
balances and reconciles the cash disbursements, prepares the cheque requisitions for the replenishment of the petty cash funds;
ensures that all disbursements and receipts are recorded on a journal voucher for posting to the General ledger;
retrieves and matches the invoices to the payment register; and
oversees the distribution of the signed cheques.

Job Knowledge

Education

High school diploma supplemented by post secondary accounting courses or equivalent combination of education and work experience.

Experience

1 to 3 years experience in accounts payable or as an accounting officer.

Experience with generally-accepted accounting theories, principles and practices, current and emerging financial and accounting standards, requirements and issues; specialized financial knowledge and analytical and problem-solving skills as well as knowledge of financial management, financial administration and accounting for the Centre; and banking practices.

Experience in word processing, spreadsheet softwares and databases and computerized financial information system(s).

Experience in analysing facts and figures and financial reports and performing exchange rate calculations.

Scope of job

Candidate Profile

This position provides an essential service to the whole of the Centre. Errors in processing payments could create confusion, cause administrative problems, potentially result in under/over payments and affect the financial situation of the Centre. As well, delays in the processing of payments could result in an negative impact on image of Financial Services and IDRC in general.

The work related to this position requires a financial/accounting officer who is expected to use and exercise sound judgment and clerical skills in the performance of day to day responsibilities. The incumbent is committed to client satisfaction and strives to deliver high quality error free output.

Skills:

Sound technical and professional knowledge of finance and accounting.
Self-starter with natural leadership and team building abilities.
Demonstrated client/service oriented mind set.
Decisive with good judgment.
Proven hands on experience with large scale automated financial systems such as Oracle, SAP or PeopleSoft.
Good working knowledge of desktop office suite of applications such as Corel and Microsoft.
Strong analytical skills for problem solving
Ability to communicate effectively and to work well with others (whether in a team in interaction or with clients).
Excellent communication and interpersonal skills are required to facilitate dialogue with the client and the ability to articulate issues in terms of the Centre’s strategy and user requirements.

Language Skills:

This is a bilingual position (English - French) at the following levels in the four skills of the second Official Language:

oral comprehension: B

oral expression: B

reading comprehension: B

written expression: B

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