Overview Job title: Account Payable Assistant Report hierarchically to: Account Payable and Receivable Manager Report functionally to: Location: Job summary Verifies and registers Suppliers and Teachers’ invoices, including formal accuracy and adherence to purchase orders (suppliers) and online register, collects bank references (Iban/swift) and coordinates payment with Treasurer, keeps digital archive of the incoming invoices, defines accruals for costs not invoiced yet and prepares journal entries, maintains correspondence with suppliers, teachers and internally to investigate discrepancies between expected charges and invoice; prepares purchase requisitions for Finance Team. Key purpose of the role Incoming Invoices from Fattura Semplice – assures that invoices present, printed and classified (according to the nature of costs) on a daily basis. Makes sure that invoices for “Goods and services” match with receiving record (total cost should be aligned with purchase orders); ensures a proper approval from requestor in case of minor discrepancies and ensures there are credit notes from suppliers or approval from Department Manager in case of significant differences. Assures that Teachers’ invoices are correct (VAT, Withholding Tax, social security reimbursement and presence of tax stamp) and amount invoiced is aligned to the online register. This invoices are coded ready for registration. Data Entry and Archive – enters all invoices and scans all invoices and supporting documents m (i.e. report of hours worked in concurrence with the exams sessions). Ensures that paper documentation is properly archived. Correspondence with teachers and suppliers - addresses requests to suppliers for clarification of unexpected invoices, for issuance of credit notes, corrections of Headings and/or VAT data and/or internally in case of discrepancies between purchase orders and invoices. Provides support for teachers to issue accurate invoices sending them instructions and tutorials. Assures daily Front office, telephone and handling of the dedicated email service. Other Activities - Assures that bank references are accurate and properly communicated to Treasurer. Ensures on a monthly basis the definition of accruals of costs not yet registered due to lack of invoice or other required documentation. If necessary prepares purchase requisition for all purchase and follows up with Procurement department. Description of activities falling under the responsibility of the role Level of autonomy-Impact Level-% Incoming invoices-Support-35% Data Entry and Archive-Execute-30% Correspondence with teachers and suppliers-Support-25% Other Activities-Execute-10%