Accountant - Payments

Job description / Role

Who we are

We are a leading partner for luxury across the Middle East. With more than 600 stores, 300 brands and over 65 years of experience in the region, we have become a major player in the beauty, fashion and gift sectors, by offering service excellence to our partners and delighting all our customers. We are moving fast from a traditional distributor and retailer for luxury in the Middle East, to a hybrid retailer bringing luxury experiences to the fingertips of customers everywhere.

To fuel the next stage of our growth we are looking to build a world class team. From physical retail through to supply chain and customer loyalty, we aim to use technology and data to continuously improve every aspect of our operations. We are looking for top talent to join us on this journey of exploring new horizons together.

What you will be doing

Our Accountant - Payment is responsible for the recording of supplier invoices and reconciliation of supplier statements in line with related policies and procedures. Our Accountant - Payment is also responsible for financial and KPI reporting.

Organizational:
- Follow all relevant accounting policies, processes and standard operating procedures so that work is carried out in a controlled and consistent manner

Operational:
- Implement activities under close supervision
- Escalate complex problems to the relevant person to ensure case/issue is closed efficiently and in timely a manner

Accounts Payable
- Check the completeness of all documentation provided by document controller/accounting desk control
- Prepare reconciliation for assigned suppliers, freight forwarders, customs, with the required supporting documentation and submit to Senior/Chief Accountant
- Adhere to the reconciliation schedule for all assigned suppliers or companies as the case may be
- Escalate all reconciling items as per the escalation matrix
- Responsible for providing all supporting documentation required for processing any payment for assigned suppliers
- Assume responsibility for insurance claims for lost and damaged goods for assigned suppliers
- Responsible for allocation of all prepayments made to assigned suppliers
- Responsible for working on AP aging particularly items/suppliers which are overdue
- Participate in month-end and book closure procedures & provide assigned reports to senior/chief accountant
- Participate and support the implementation and maintenance of the Oracle ERP
- Provide assistance in ensuring the work and deadlines of fellow team members is completed during periods of leave as directed by the Senior & Chief Accountant - Non-Allied Goods P2P
- Prepare/update travel expense forms
- Verify tourney, actual trip, advance provided and all supporting documents with appropriate approvals
- Prepare the trip reimbursement summary and input all travel expenses in EBS - Oracle
- Assist in corporate credit cards management in coordination with Financial Analysts
- Update employees accounts for all expenses every month and forward employees statement to payroll team
- Circulate email of employees who are leaving to all accountants and update the statement for any deductions and forwards it to payroll team
- Provide monthly summary of unliquidated employee trip advances to reporting accountant for accruals
- Provide employee GL details, after monthly closing, to the reporting accountant to be included in their monthly schedule
- Coordinate with MDM team for the creation of new employee segments in EBS
- Request IT to create new employee as supplier in EBS and check if this should be transferred to AP Accountant
- Receive and process HR requests for advances, and forward for approval
- Reconcile advances and expenses booked on monthly basis
- Sales & Collection, Rents and Reporting:
- Prepare consolidated credit card and cash collection reconciliation relating to the previous business day for the assigned shops
- Identify discrepancies in expected cash collection and actual cash deposited in the bank by Trans Guard
- Identify discrepancies in expected credit card collection and actual settlement by the acquiring bank;
- Prepare all journal entries relating to cash and credit card collections and submit to the Chief Accountant - Retail Accounting for review
- Prepare and submit to the Chief Accountant - Retail Accounting for all assigned shops a review of manual invoices issued and posted, ensuring the analysis has been agreed to the manual invoice control account in the general ledger
- Ensure all gift vouchers are obtained from shops and filed in the appropriate filing folder for reference and review purposes
- Prepare and submit to the Chief Accountant - Retail Accounting for all assigned shops a review of credit notes issued and redeemed, ensuring the analysis has been agreed to the store credit control account in the general ledger
- Prepare and submit to the Chief Accountant - Retail Accounting for all assigned shops a review of layaway deposits issued and redeemed, ensuring the analysis has been agreed to the manual invoice control account in the general ledger
- Statement of Financial Position monitoring for bank and tender accounts
- Preparation of cash on hand and credit card receivable schedules for all assigned shops at least on a monthly basis during book closure
- Ensure closing of bank reconciliations for all retail companies within the stipulated timeframe communicated for book closure
- Explain and resolve queries pertaining to cash and credit card collection to the auditors on timely basis
- Provide all the documents required by auditors at any time
- Accounts Receivable:
- Raise third party invoices, credit notes, debit notes into computer system using defined computer programs
- Reconcile records with third party customers
- Send statement of accounts to third party customers
- Send collection follow-ups to all customers
- Liaise with commercial team regarding collection issues
- Prepare monthly aging of receivables
- Prepare audit requirements under Inter-company scope
- Verify the accuracy of invoices and other accounting documents and records

Intercompany:
- Raise Intercompany invoices, credit notes, debit notes into computer system using defined computer programs
- Book invoices from Intercompany suppliers
- Raise recharge invoices to Intercompany
- Reconcile records with inter-company customers and suppliers
- Prepare and update records for checks' requests and invoices for payment to Inter-companies
- Prepare audit requirements under Inter-company scope
- Treasury, Payments and Fixed Assets:
- Compile data and prepare a variety of reports as requested
- Allocate payments in oracle and raise online bank transfers
- Prepare and update records for checks' requests and invoices for payment
- Coordinate with suppliers for the allocation of payments to their records
- File payment vouchers properly for future retrieval purposes
- Prepare daily cash position update and release payments based on availability of funds
- Assist in performing monthly bank reconciliations
- Enter data into computer system using defined computer programs (Oracle)
- Verify the accuracy of invoices and other accounting documents and records
- Update and maintain accounting journals, ledgers and other records detailing financial business transactions (e.g., disbursements, expense vouchers, receipts, accounts payable)

Requirements

What you'll need to succeed
- University Degree in Accounting
- 1 Year or Less Experience in Accounting or Relevant Field
- Pursuing Professional Accounting Qualifications

What we can offer you

With us, you will turn your aspirations into reality. We will help shape your journey through enriching experiences, learning and development opportunities and exposure to different assignments within your role or through internal mobility. Our Group offers diverse career paths for those who are extraordinary, every day.

We recognise the value that you bring, and we strive to provide a competitive benefits package which includes health care, child education contribution, remote and flexible working policies as well as exclusive employee discounts.

About the Company

The Chalhoub Group is the leading partner for luxury across the Middle East since 1955. As an expert in retail, distribution and marketing services based in Dubai, the group has become a major player in the fashion, beauty and gift sectors regionally.

By blending its Middle East expertise and intimate knowledge of luxury, Chalhoub Group is building brands in the region, by offering service excellence to all its partners and a unique experience to its customers through its passionate teams.

With a growing workforce of more than 9,000 people, implemented in 14 countries, as well as the operating of over 470 retail outlets, the group's success is attributed to its most valued asset of highly skilled and dedicated teams. Professionalism and passion are what fuel the Chalhoub Group's competitive edge in today's market.

By being committed to implementing sustainable practices into their business, the Chalhoub Group has been awarded in 2013 the CSR Label from the Dubai Chamber of Commerce.