Disbursement Account Assistant

Disbursement Account Assistant

Main Purpose of the Role

The Disbursement Account Assistant will be responsible for accounting, administrative, and basic HR-related support functions for the location. The role ensures accurate bookkeeping, efficient Accounts Payable and Receivable processes, and effective administrative coordination with operations and shared service centers.

Key Responsibilities

Accounting & Financial Operations

Receivables (Accounts Receivable)

1. Manage debt collection by preparing daily Statements of Accounts and circulating them to clients for payment follow-up.

2. Ensure invoices are delivered to customers on time and payments are received within approved credit terms.

3. Verify that job invoices are raised accurately in line with approved tariffs/estimates and correctly entered into the operational system.

4. Provide updated debtors’ information to Line Managers for management reporting.

5. Maintain mandatory filing records for all accounting transactions.

6. Allocate receipts and advance funds in Unit4 Financials after settlement.

Payables (Accounts Payable)

7. Prepare final disbursement accounts for all port calls after vessel departure and liaise with the Service Centre for invoice posting.

8. Ensure all supplier invoices are correctly posted in both financial and operational systems.

9. Submit posted invoices to relevant Department Heads for verification and approval.

10. Maintain intercompany accounts in proper order.

11. Regularly review open voyages to ensure pending debits are cleared.

12. Monitor debtors and creditors to ensure allocations are accurate and balances are correctly reflected in the accounts.

13. Assist Operations with system-related matters and raise IT tickets when required.

14. Perform monthly VAT reconciliations, investigate discrepancies, and cross-check VAT entries for all transactions in the financial system.

15. Reconcile supplier statements with ISS accounting records.

16. Monitor and process supplier payments, ensuring timely posting of invoices and preparation of monthly payment reconciliations.

17. Support AP management, including performing Dow Jones checks and ensuring all onboarded vendors have complete KYC documentation.

Administrative Duties

• Follow up on renewals of insurance policies, licenses, and bank guarantees.

• Promote the Group and its range of services to stakeholders.

• Carry out any other cognate duties assigned by the Line Manager or ISS Management.

Key Deliverables

• Achievement of annual objectives and goals as defined in the Performance Planning Review.

• Compliance with all local quality objectives.

• Alignment with the Competency Requirement Matrix outlined in this Job Description.

• Effective management of Accounts Receivable and Accounts Payable processes.

• Accuracy and integrity of financial records for the location.