Accounts Payable Administrator

Job Summary

An Accounts Payable Administrator is responsible for the processing of supplier invoices and grant payment requests (from the Grant Administration Division and regional offices for institutional recipients, participants, scholars, fellows and other awardees). Each Administrator looks after internal cost centers, administrative units and grant administrators identified by the Treasury Accountant.

Accounts Payable Administrators ensure invoices and the accompanying payment requests are complete — in compliance with the requirements ofIDRC’s financial policies and procedures — and enter them in IDRC’s financial information system; they also receive and review travel expense claims for accuracy; they provide cashier services at times; they work to meet weekly and monthly deadlines, and carry out other financial duties related to the payables function as directed by the Treasury Accountant. Each Administrator serves as a resource person to his or her internal clients.

Primary Duties or Responsibilities

Accounts Payable Administration

• Reviews and verifies invoices and their accompanying payment requests to ensure compliance to IDRC’s policies and procedures for such elements as: proper authorization, applicable matching purchase order or contract, accuracy and reasonableness of the charge code, commodity tax compliance (e.g. GST, HST and PST), applicable income tax reporting obligations and presence of accurate banking information where wire payments are involved;
• Prepares invoice batches and inputs in the accounts payable module of the financial information system on a daily basis to ensure payments are processed in time for the weekly and monthly deadlines;
• Creates supplier records in the financial information system;
• Reviews employee travel claims to ensure accuracy and completeness of justification, both in relation to IDRC  policies and procedures;
• Seeks clarifications or explanations from submitters when warranted; changes status of expense claims in the expense management system to reflect the actions taken;
• Prepares journal entries to record cost allocation or adjustments in the financial system;
• Provides advice to clients regarding procedures relating to accounts payable, wire transfers and travel claims; and
• Responds to inquiries from suppliers, consultants and clients regarding the status of their payments.

Cashier Administration

Accounts Payable Administrators take turns at the IDRC cashier counter, as per a schedule revised from time-to-time.  When providing cashier services, Administrators must:

• Ensure that reimbursements are in line with the policies and procedures applicable to the type of expenditure;
• Ensure that reimbursements are properly approved;
• Remain courteous and efficient in the processing of duly approved petty cash vouchers;
• Receive cash and cheques, prepare and reconcile the cash receipts, and prepare regular bank deposits;
• Balance and reconcile cash disbursements made, prepare the cheque requisition for the replenishment of the petty cash;
• Ensure that all disbursements and receipts are recorded on a journal voucher for posting to the general ledger (in the financial information system);
• Retrieve and match the invoices to the payment register; and
• Oversee the distribution of cheques.

General Administration

• Participates in divisional and branch meetings, training, and other duties;
• Classifies and sends to either the physical file or to an electronic filing system all documents and correspondence; and
• Provides peer-to-peer training to colleagues.