Accounts Payable Specialist (UAE National)

Job Title: Accounts Payable Specialist (UAE National)

Department: Finance 

Reports To: Finance Manager

Nationality: Emirati with Family Book

Job Purpose:

Our client, a distinct cooling company, are hiring an Accounts Payable Specialist (UAE National) to ensure accurate, timely, and policy-compliant processing of supplier payments, petty cash transactions, and customer refunds. The role supports the company's financial operations by maintaining vendor relationships, ensuring internal control compliance, and contributing to efficient treasury and accounting practices.

Key Responsibilities:

1. Supplier Payments & Invoice Processing

• Process supplier invoices through company's ERP system, ensuring three-way matching (PO, GRN, invoice).
• Prepare and process payments via online banking platforms, manual cheques, and fund transfers in line with DOA and signature matrix.
• Maintain documentation for all payments including contracts, service completion acknowledgments, and payment certificates.

2. Vendor Account Management

• Assist in vendor account updating via the vendor portal, ensuring compliance with documentation requirements.
• Coordinate with procurement and legal teams for deviations from standard payment terms.

3. Vendor Reconciliation

• Perform periodic vendor reconciliations based on transaction volume and outstanding balances.
• Resolve discrepancies and obtain necessary approvals for adjustments.

4. Petty Cash Management

• Disburse petty cash to departmental custodians based on approved budgets and DOA.
• Ensure proper documentation, receipts, and reconciliation of petty cash transactions.
• Monitor petty cash reserves and initiate replenishment requests when thresholds are met.

5. Customer Refunds

• Prepare and verify customer refunds through: Online cheques, IBAN transfers, Manual cheques and manual transfers

• Prepare and verify IBAN files for customer refunds, submit to bank portal, and ensure timely processing.
• Communicate any discrepancies to the concerned section (Customer Service, Billing, or Finance).
• Ensure refunds are processed within stipulated timelines and documented appropriately.

6. Process Improvement & Stakeholder Engagement

• Proactively suggest improvements to the accounts payable and payment processes to enhance efficiency, accuracy, and compliance.
• Participate in meetings with suppliers to resolve payment issues, clarify terms, and strengthen vendor relationships.

7. Internal Controls & Compliance

• Ensure segregation of duties in invoice processing, payment authorization, and reconciliation.
• Prevent duplicate payments and monitor AP aging reports regularly.
• Support audit processes by maintaining accurate records and providing necessary documentation.

Qualifications & Skills:

• Bachelors degree in Accounting, Finance, or related field.
• 2-4 years of experience in Accounts Payable, preferably in utilities or infrastructure sectors.
• Proficiency in Oracle Fusion ERP and Microsoft Excel.
• Basic understanding of UAE VAT regulations and corporate tax compliance.
• Excellent attention to detail, organizational skills, and ability to manage multiple priorities.
• Strong interpersonal and communication skills.

Key Interactions

• Internal: All departments, subsidiary companies, and Internal and External Audit teams
• External: Banks, Suppliers, Contractors and Auditors