Account Payable and Treasury Supervisor (Account Payable & Treasury related functions) (Materni[...]

Job description

Account Payable and Treasury Supervisor (Maternity Cover)
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Account Payable and Treasury Supervisor (Account Payable & Treasury related functions) (Maternity Cover)
role at
GESS - German European School Singapore
About GESS
As one of the leading international schools in Singapore, GESS is home to students from over 70 nations worldwide.

We are for many families the home away from home and we are very happy that they are part of our school community which is based on mutual support and solidarity.

With our language programme, we support our students to nurture this part of their identity and want to preserve the opportunity that they can grow up with multiple languages to be best prepared for an international environment.

With the German International Abitur or the IB Programme they are perfectly prepared for their career after school.

Our students enjoy lifelong learning and we take pride in our GESS values of respect, openness and diversity which our students will nurture in their life after school.


We were awarded with the “Deutsche Schulpreis” (German school prize) 2022, which was given to us for our extraordinary concept according to their motto “Make teaching better”.

We stand out as the only German school abroad nominated for this award.


Job purpose
Being the maternity cover of the existing AFM, the supervisor of AP and Treasury function is responsible for the following tasks:
Assist and report to Director of Finance in all areas relating to finance operation, project, financial reporting, management analysis, account payable and all treasury related matters
Work with team members and stakeholders to compile data / information for variance / trend analysis, conduct market research, and consolidate analysis to support decision making
Prepare / review materials, input, analysis, reports and presentations for senior management meetings, board meetings, parents’ townhall and other purposes
Assist in designing, communicating and implementing the new digitalization of internal process wherever required
Ensure smooth AP functions by working with the AP team to collate, verify and process payments and staff reimbursement within the internal timeframes
Prepare and update cash flow forecast, monitor cash positions and manage all bank and investment related matters, such as changes in authorised bank signatories, FD placement / renewal, purchase / disposal of ST investments, repayments / drawdown / rollover of bank loans, etc
Carry out the month end and year end closing process, prepare journal entries, bank reconciliation and monthly schedules
Be the key liaison person for all the school fund raising events, monitor internal approval process, the incoming and the disbursement of donations and keep comprehensive records
Ensure compliance of budget control by preparing/reviewing/monitoring budget vs actual reports, communicating and highlighting issues to all budget holders
Ensure compliance with all internal policies and SOPs in the allocated job functions
To be part of the project team in the assigned IT related projects for Finance / Procurement team to assist system improvement, perform testing and close pending issues post to system go-live
Update knowledge and expertise of changing statutory requirements, accounting standards, tax laws and charity regulations to determine the implications of such changes to financial / management reporting and internal process
Communicate effectively with both internal and external parties, keep complete record of meeting discussions and follow up the outstanding matters closely
Key Accountabilities
Account Payables
Supervise and work with the AP team to receive, match, verify and record supplier invoices (both PO and Non PO) in the accounting system
Review and ensure the invoices are captured in the correct GL account codes
Verify and ensure all the purchased items have followed the internal procurement SOPs and DOA authorization limits; communicate and resolve any discrepancies or exceptions with stakeholders
Ensure payment batch is processed at least once a week promptly before the payment due dates of suppliers
Identify, communicate and resolve all vendor payments and staff claim issues
Attend to queries from relevant stake holders, explain school policies and procedures and propose solutions for the issues identified
Continue to streamline payment process within the entire school, clear backlogs and build trust
Manage cash process for the School, coordinate with requestors and ensure proper follow up of receipts and invoices submission
Assist all ERP post-go live issues, coordinate with ERP consultants, test and close pending issues
Prepare new policies, SOPs and new forms for management review and approval
Reinforce school policies by identifying communicating and rectifying abnormalities with relevant stakeholders
Monitor the actual utilization of budget for all payments, prepare monthly report of actual vs budget for all budget holders and communicate issues whenever necessary
Provide professional and technical support to the AP team in a timely manner
Other tasks, duties or projects assigned by Director of Finance from time to time
Treasury functions
In charge of all treasury related functions of finance team
Coordinate with banks, financial institutions and payment gateway service providers for all bank related matters
Ensure the formalities for bank account open / closures, implementation of new payment gateways and migration of payment portals etc.

are done properly
Coordinate and ensure all formalities for changes in authorized signatories are prepared properly according to the signing mandate approved by BOG
Monitor and ensure the formalities for renewals/withdrawal/payment of Bank Loan/Hedging/FD are carried out within timeframe
Oversee and arrange approvals for purchase, disposal and tracking of investment in financial assets
Ensure weekly and monthly treasury report are updated correctly within timeline
Prepare monthly cash flow forecast with accuracy within the required timeline
Ensure the usage of Corporate Card are in line with school policy
Monitor bank balances, propose bank transfers, FD renewal / maturity whenever necessary
Oversees the entire cash transactions and controls of school, including but not limited to petty cash, donations, kiosk machines, school shop cash collections, etc
Other tasks, duties or projects as assigned from time to time
Internal Controls, Policies and Standard Operational Procedures
Be a partner with the Director of Finance to streamline internal processes and design new policies and procedures
Involve and coordinate the assigned pipeline projects, analyse the impacts of current process and propose constructive and feasible improvements and solutions
Prepare the assigned new policies and procedures with professional quality of best industry practice and compliance with rules and regulations of the school and the governments
Coordinate discussions and meetings with relevant team members, keep proper record of meeting discussions and track project progress
Prepare presentations for briefing of new policies/ SOPs to the school management, stake holders and staff (wherever applicable)
Closely monitor the progress of each assigned project and ensure the tasks are completed within the agreed timelines
Other ad-hoc projects/ tasks to be assigned
Other Finance Operation
Assist fund-raising activities by coordinating with relevant departments to track funds, monitor disbursement of donations and keep proper accounting records
Update financial reports for fund raising events, CARE Committee, Student and Parents Committees
Assist all school events for collection and payments
GL function and audit
Prepare journals to ensure month-end, year-end closings and annual audit tasks are completed within timelines
Liaise with external auditor for audit related tasks, including but not limited to preparation of audit schedules, follow up audit issues and prepare supporting documents required by the auditor
In charge of month end closing for the allocated functions, prepare/ review related journals, Debit Note, Credit Note
Follow up bank reconciliation open items and carry out adjustments
Prepare monthly schedules and financial reports required from time to time
Coordinate with relevant team members to follow up the open items identified in the monthly schedule
All tax related matters
Prepare/review quarterly GST filing calculation and reconciliation
Review withholding tax calculation and provide technical advice / support to AP officer
Assist to establish the control process for all tax compliance aspects
Communicate with IRAS, internal and external parties for tax related matters
Perform tax filings on IRAS websites
Assist to follow up, communicate and resolve tax matters with IRAS
Identity potential tax risks proactively and propose solutions
IT and other ad-hoc projects and tasks
Involve in the assigned IT related projects for Finance and Procurement Team
Implement new processes and policies in new systems if required
Design new forms for internal application/approval and other reports using excel, Jotform, Microsoft Form and any other applicable software
Other tasks, duties or projects as assigned by Director of Finance from time to time
Knowledge and Experience
Bachelor/ master’s degree in accounting, Finance or other equivalents, or professional degrees (e.g. ACCA)
Hands-on experience in all areas of finance operation, including but not limited to GL, AP, and treasury function for at least 8 to 10 years
Excellent knowledge and hands-on experience of GST and withholding tax regulations is a must
Full hands-on experience in handling both external and internal audit
Expert in payment processing and treasury related functions
Being IT tech savvy in learning new systems and designing new templates using IT tools
Good knowledge of Financial Reporting Standards of Singapore and Charity Accounting Standard
Experience in leading a small team with 3-4 members
Technical and Soft Skills
Highly proficient and advanced level in Microsoft Excel, Word and Power Point
Excellent communication skills in liaising with various internal and external stakeholders
A stress-taker with high level of tolerance, patience, and proactive mindset in resolving issues across internal and external department
Willing to be flexible for longer working hours (may include ad-hoc weekends) during peak seasons and school events
Embrace “student focus” culture and have “customer service” mindset to promote professional services to the community
Passionate to achieve continuous improvement and willing to go beyond comfort zones
Able to adapt fast to the changing environment and be “flexible” in possible areas while maintaining professional codes of conducts
A team player with a spirit of sharing and willing to help others
Being highly self- motivated, self-driven and proactive to resolve issues
Able to adjust quickly in the changing environment and embrace on-going changes
Flexible to take on additional tasks or changes in work scopes when required
Fair Recruitment and Safeguarding:
We are committed to fair recruitment practices and safeguarding the welfare of all students.

We ensure that our hiring processes are free from discrimination and bias on the basis of age, nationality, gender, sexual orientation, marital status, pregnancy status, caregiving responsibilities, race, religion, language or disability.

As part of our commitment to safeguarding, we conduct thorough background checks on all candidates which include criminal background checks in all countries lived and worked in for the last ten years, as well as reference checks.

Any offer is subject to the satisfactory completion of such checks.

Our school prioritises the safety and well-being of our students, and we expect all staff members to uphold these values.


Seniority level
Not Applicable
Employment type
Full-time
Job function
Accounting/Auditing and Finance
Industries
Education Administration Programs
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