AP Data Controller job at Vivo Energy | Apply Now

Accounts Payable Process Management

• Implement and uphold AP processes in line with Vivo Energy’s financial policies and control framework.

• Act as the main point of contact for AP-related queries, ensuring timely resolution.

• Review, validate, and post AP entries with appropriate documentation and tax compliance (WHT, VAT).

• Oversee 3-way matching and other procurement flow compliance (e.g., invoice-only and direct POs).

• Generate weekly payment aging reports with recommendations for action.

Supplier Master Data Maintenance

• Manage and update supplier records in SAP with full accuracy and audit compliance.

• Ensure supplier data aligns with the URA WHT exemption list.

• Serve as the designated inputter in the Master Reference Data (Winshuttle) workflow.

• Obtain Finance Manager approval before modifying any supplier details.

Management of Key Payment Processes

• Product Payments:

  • Ensure timely processing and payment of product-related invoices.

  • Reconcile pre-paid transactions and match deliveries in SAP within four days.

• Duty Payments:

  • Coordinate with Treasury and Supply to ensure accurate and timely duty disbursements.

  • Keep outstanding duty items within a one-month aging limit.

• Tax Payments:

  • Process VAT, WHT, and corporate tax payments within one working day of notification.

Accruals and Provisions

• Manage the accruals and provisions schedule, ensuring alignment with actual expenditure.

• Guide departments on accrual requirements and validate data for month-end closing.

• Ensure consistency and accuracy during month-end, quarter-end, and year-end closures.

Audit Readiness and Financial Reporting

• Prepare and submit audit schedules by WD5 each month.

• Review and certify the AP Internal Controls Framework quarterly with the Financial Controller.

• Conduct monthly supplier reconciliations and maintain proper documentation for audits.

Balance Sheet Reconciliations

• Reconcile assigned accounts accurately and on time.

• Address reconciling items before closing each month.

• Ensure completeness and audit compliance of freight and transport accrual reconciliations.

Performance Monitoring

• Track and report on AP KPIs such as payment turnaround, invoice accuracy, and compliance levels.

• Identify and resolve any KPIs below target with immediate corrective actions.

• Recommend and implement improvements to streamline AP processes and enhance efficiency.

People Management

• Supervise and support the AP Processor to ensure effective execution of daily tasks.

• Manage workload allocation, leave schedules, and team planning.

• Provide coaching, feedback, and development opportunities to junior team members.

• Uphold adherence to internal procedures and resolve escalated issues.

Key Challenges

• Managing urgent, high-value payments under tight timelines.

• Ensuring full supplier reconciliation despite high transaction volumes.

• Enforcing supplier setup controls aligned with audit and compliance standards.

• Driving adherence to AP procedures across departments and stakeholders.