Officer - Payables

Key Responsibilities

• Check suppliers invoices if received, registered, checked, matched, allocated, certified and approved for payment.
• Validate suppliers invoices in the Oracle Payables system after ensuring that invoices are duly checked and approved and that VAT amounts shown on supplier invoices concerning Head Office are claimed back from the respective tax authorities.
• Ensure invoices are raised on third‑party staff for services rendered to them.
• Receive the invoices, debit notes, credit notes from suppliers and check for applicability to Gulf Air.
• Process around 1,500 invoices per month and around 2,000 suppliers.
• In case any invoice does not belong to Gulf Air, arrange to return it to the supplier.
• Register each invoice in the Accounts Payable System (EASY or AMOS) at header level.
• Check, verify and perform three‑way matching of invoice, order and receipt as per valid contracts/orders.
• Arrange to dispatch and distribute invoices to the concerned department and maintain a record in the invoice distribution register.
• Ensure receipt of invoices from the concerned department, duly certified.
• Arrange to send the invoices after system approval by superiors with the form of payment as wire transfer to the Treasury department and maintain a record in the invoice distribution register.
• Invoices with the form of payment as check should be given to the filing clerk/peon for filing after system approval by superiors.
• Enter internal invoices in the Accounts Payable System and process them in the same way as any other supplier invoice.
• Enter prepaid invoices in the Accounts Payable System and process them in the same way as any other invoice.
• Apply any subsequent invoices received to the prepaid invoices.
• Enter property rent payable details in the Accounts Payable System and maintain records and related correspondence in the files.
• Run the report of invoices processed in AMOS and transferred to EASY and compare with EASY; investigate any differences and regularise them with the user and IT departments.
• Run the accounts payable intercompany report as and when required.
• Ensure the balance tallies with the balance in the General Ledger and forward the same to the General Accounts section.
• Ensure VAT and other taxes are properly checked and allocated on the invoices and entered in the AP system.
• Run the VAT reclaimable invoices report monthly.
• Arrange to retrieve invoices with supporting documents from the files as per the VAT report.
• Arrange for copies of the retrieved VAT invoices with supporting documents to be retained for records.
• Send the retrieved original VAT invoices along with the supporting documents under a covering memo to the concerned financial controller for reclaiming the VAT amounts.
• Correspond with suppliers regarding invoices.
• Ensure receipt of details of services rendered to third‑party staff from various departments.
• Arrange to raise invoices on third‑party staff for services rendered to them on their behalf.
• Work closely with Divisional Control, Outstation Finance and other departments concerning supplier invoices.
• Carry out any other work relating to supplier invoices.
• Perform any other work relating to the section.

• Bachelor s degree in Finance, accounting or equivalent.