Senior Accounts Payable Officer

6 months ago

South Kensington, United Kingdom Victoria and Albert Museum Full time

The Finance Department consists of the Financial Reporting Team who prepare the various types of accounts needed by the Museum, the Finance Business Partner Team who support our internal clients and monitor their budgets, and the Operations Team who control payments out, payments received and cash processing.

For the Museum and associated companies, to ensure suppliers are paid accurately and on a timely basis, and to follow, and enforce control procedures in order to safeguard the V&A’s assets and reputation. To ensure that the data maintained on the accounting ledgers is up to date and reliable. To provide excellent customer service. To provide expert support to a Team achieving these goals.

**Key responsibilities**:

- Maintain a high level of customer service in accordance with Service Level Agreements and provide consistent, timely and accurate delivery of accounts payable services to the V&A through managing and conducting daily operational activities.
- Contribute to the operation and integrity of the departmental accounts payable system and ensure accounts payable functions are delivered effectively and efficiently.
- Provide support to Accounts Payable Officers and other V&A staff, in training and providing guidance to optimise performance and assisting in monitoring workloads to ensure timely completion of accounts payable activities.
- Instructing internal/external stakeholders as needed on ‘No PO, No Pay’ policies.
- Create and distribute monthly Key Performance Indicators to the Finance management team.
- Conduct regular reviews of procedures to identify issues or provide improvement to current procedures and systems, including the continual review and update of processes to ensure it meets Auditor requirements
- and is achieved with maximum efficiency.
- Undertake a range of operational activities associated with accounts payable including an escalation point for complex queries, providing advice to the museum and vendors, vendor record maintenance in Navision/ Business Central, monthly balance sheet reconciliations and new supplier/bank account verification management.
- Management of periodic processing of Volunteer expense payments, Membership refunds and Employee expense claims.
- Supervising the daily input and filing of purchase invoices onto Navision/Business Central in an accurate manner and within agreed deadlines. At this stage ensuring that all financial procedures and approval processes have been followed and that relevant logs are up to date.
- Ensuring month-end accounts payable procedures are tracked / completed.
- Ensuring that approvals for invoices and GPC transactions are followed up where necessary.
- Supervising the preparation of domestic and foreign payment runs; ensuring necessary due diligence for bank accounts is completed and payments rejected by Financial Accountants are identified and resolved on a timely basis.
- Ledger reconciliation work, including removal of excess purchase order commitments (on instruction of budget holders), action balance sheet review items (as tasked by line manager), and reconciliation of Direct Debit accounts within Navision/Business Central by ensuring that invoices are received and matched correctly.
- Work closely with the Group Accountant to ensure that all intercompany invoices are processed in a timely manner.
- Assist Finance Operations Manager with creation and maintenance of process documents for area of responsibility.

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