Full-Time Business Office Accounts Payable (AP) Specialist

The Business Office - AP Specialist is a member of the Finance department/Business Office team and reports directly into the Business Office Manager. The Business Office team is responsible for the accounting and administration of all financial operations of the school according to Dutch legal standards. The purpose of this position is to oversee all Accounts Payable and procurement operations in a timely, accurate and efficient manner to ensure a smooth process of the entire P2P workflow.

Core Job Functions:

1. Creditors control:

• Processes incoming (supplier) invoices and expense reports in a timely and accurate manner,
• Ensures that invoices and received expense reports can be processed within the approved budgeted amounts, if access to the budget overviews and the spreadsheets of up-to-date spendings are available.
• Captures information from processed invoices and expense reports in multiple systems and documents, such as in the professional development overviews,
• Ensures that processed invoices and expense reports are signed and approved before their deadline and paid on time,
• Ensures that challenged invoices are followed-up upon with the supplier in a timely manner.

2. Accounts Payable:

• Receiving and checking PO requests including but not limited to CAPEX purchase requests for approval.
• Processing purchase requests in the Order Management system
• Processing purchase invoices in AFAS
• Booking correctly transitory items (prepaid invoices etc...)
• Sending invoices (CAPEX and Non-CAPEX), expenses and POs for approval
• Preparing the payment batches
• Processing of tutoring invoices - distinction between tutors paid internally and externally, forwarding invoices for billing, communication with tutoring coordinators, AR and HR
• Booking ING bank statements.

3. Financial Closing:

• Monthly Closing of Accounts Payable
• Follow up of outstanding invoices and aging balance reconciliations
• Monthly preparing the release of prepaid expenses and executing the release
• Processing the credit cards statements (reconciliation between accrued credit card accounts)

4. Petty Cash Accounting;

• Counts, documents and processes cash payments and expenses,
• Keeps a sufficient balance of the petty cash,
• Ensures that the petty cash is safely stored.

5. Purchase Order Administration;

• Checks received purchase orders on completeness and follows-up when it is not complete,
• Places (online) orders accurately and timely, following the purchase order form received,
• Captures received purchase orders that have been placed/processed in a PO database,
• Confirms the order placement to ISA’s requesting staff member and communicates to them the feedback received from suppliers,
• Follows-up with suppliers in cases of late delivery or partly delivery,
• Maintains the database including supplier data, log-in details, etc.
• Coordination of the whole purchase order administration.

6. General Financial Accounting;

• Conducts general accounting work, (including; archiving, answering day-to-day
• questions, professional development spending in coop with HR, etc.), and audit
• help.

7. General On Demand Help;

• Helps employees, parents and students with a variety of questions, answering them in a timely, polite and professional manner.
• AFAS project: Supporting the overall project and being involved in the AFAS areas of developments and improvements on the purchase and AP side

8. Year-end Audit

• Actively participates in year-end audits within the areas of given responsibility.

Additional Job Functions:

1. Designs and oversees HR related accounting overviews based on HR request
2. Assists with other accounting related tasks
3. Be a ‘financial helpdesk’ for the ISA community
4. Helps HR in answering questions when needed

Job Requirements:

1. Education required: Degree at HBO (college level) or higher
2. Education preferred: Degree in finance at HBO (college) level
3. Experience required: At least 5-7 years of experience in finance administration and a strong AP and/or procurement background, preferably in an international setting.
4. Takes initiative, can work independently, is extremely service oriented and accurate. Culturally sensitive and a real team player. Computer skills as required in a modern IT oriented organization
5. Required knowledge/skills: Fluency in English and Dutch, both verbally and in writing, general knowledge of Dutch (accounting) laws and regulations. Awareness of finance best practices, excellent communication skills.
6. Specific requirements: Experience with accounting software as well as MS Office

Please note for this position we can only accept applications from local residents.

*** Prior to continuing with your application, please make sure that you have the following documents ready to upload: CV, cover letter and reference letter(s). Furthermore, please make sure that you have referee contact information as it too is a mandatory field in the application.***