Job Description

URGENT

Contract period : Jul 22 (9months to 1 year)

Working hours : Mon – Fri : 8.30am – 5.45pm

The Finance Executive is responsible for providing transactional and administrative support at local units to ensure accurate, effective, and efficient Finance and Procurement operations. The Finance staff will carry out transactional tasks that have to be performed at local Units, thereby ensuring that other related end-to-end processes can be completed in a timely manner. This is in conjunction with the creation of NSS, which aims to institutionalise a standardised set of administrative processes to support the University.

The Finance Executive is responsible for:

• Manage and execute Finance and Procurement activities ensuring operational efficiency
• Maintain integrity of data and ensure information accuracy
• Serve as a liaison between internal and external stakeholders to ensure the efficient flow of information for matters pertaining to procurement of goods and services, accessing information from multiple sources to resolve queries in a timely manner

Procurement

• Goods receiving role for PO based invoices issued in Ariba system
• Ensure invoices received matched with PO issued
• Acknowledgement goods received from the requester
• Perform goods receiving in Ariba system
• Follow up any PO amount discrepancies with requester (if any)
• Prepare outstanding GR / PO reports on monthly basis (GR / PO review) with follow up actions.
• Follow up and submit request to NSS Procurement to close balance PO amount not required after confirmed with Requester/submitter

Accounts Payable

• Manual verification for non-PO based Invoices
• Seek verification for invoices received
• Input charging cost centre and GL code on invoices after verification from requesters
• Submit invoices to NSS Finance for processing by email invoices to ap-invoicing team
• Follow up with invoice approval from authorized DOA via Ariba
• Check with NSS Finance for payment status from vendor for payment queries
• Follow up with NSS Finance for payment failed notification
• Update monthly Advance payments and GL accounts status
• Update monthly AR ageing schedules

Fixed Assets (FA)

• Establish good understanding of School and University FA policy, guidelines, procedures and provide guidance to the various stakeholders on the FA requirements. Work in partnership with NSS FA team to handle ongoing FA queries and assignments.
• Assist the School Finance team in FA project to improve on FA processes, establish a system of controls, procedures for the recordation of assets acquisitions, disposals, and transfers.
• Ongoing review and reconciliation of the School physical assets vs the system records.
• Provide guidance to requesters in the completion of FA disposal form and review FA disposal form submissions by requesters.
• Liaise with 2nd hand dealers in the asset collection for disposal.
• Ensure all assets on loan are properly accounted and recorded. Provide guidance to requesters and review FA form submissions by requesters.
• Ensure all loss assets are properly accounted and recorded. For example, follow up with the respective FA owners on missing assets.
• Assist School Finance in the annual physical asset sighting exercise.
• Involve and coordinate in the asset tagging exercise of the School existing assets.
• Liaise with various stakeholders in the School to complete the various FA sighting exercises and processes independently.
• Review and ensure timely FA capitalized and Inventorised Asset records are updated in the various FA Registers on monthly basis.
• Assist in detailed FA incident report writing from time to time.

Student Reimbursement

• Verify students claims in Integrated Claims system (ICS)
• Check completeness of supporting documents
• Queries on Student claims and payment matters (Undergrads / Postgrads)

Others

• Work with (RO) to improve on the existing financial operations processes. This Includes drafting procedures and workflows.
• Assist in any other Finance Administrative areas.
• Perform any other duties as assigned by the RO and School management.

Competence and Qualification Requirements :

• Minimum diploma, preferably with Financial, Procurement and Operations background.

• Minimum 5 years of experience, salary ranges from $4,000 - $4,500 per month depending on relevant working experience.

• Proficiency in MS Office Applications (Excel, Word, PowerPoint etc.)

• Strong customer-focused orientation.
• Good communication skills, both written and oral.
• Responsible, committed, hardworking
• Proactive and possess a positive attitude
• Detailed-oriented and meticulous.
• Good organizing and planning skills. Adhere to project timelines.
• A team player who works well with various stakeholders.
• A hands-on person, comfortable to walk around Office and Lab premises to perform fixed assets sighting and inspections.
• Exposure in fixed assets management will be an advantage
• Knowledge on Ariba system will be an advantage.
• Ability to work well under pressure.

If you meet the above, please email your resume to eg@businessedge.com.sg