Purpose of the Role

The Accounts Payable Officer is responsible for managing and processing all school payments to vendors, staff, and service providers in a timely, accurate, and compliant manner. The role ensures that the schools financial obligations are met efficiently, in line with local regulations (Indonesian accounting standards and tax rules), internal financial controls, and the schools policies, thereby supporting operational excellence and transparency.

Key Responsibilities

1. Invoice & Payment Processing

• Receive, verify, and process vendor invoices, ensuring accuracy, completeness, and compliance with purchase orders and contracts.
• Record all accounts payable transactions in Zoho Accounting System using the correct Chart of Accounts.
• Verify supporting documents (invoices, delivery notes, approvals, contracts) before processing any payments.
• Ensure all internal financial approvals are obtained and verified prior to payment execution.
• After recording in Zoho, review whether the transaction has been correctly classified, booked to the right expense account, and recorded with the correct amount.
• Prepare payment vouchers and schedule timely disbursements (via bank transfer, cheque, or cash as per policy).
• Maintain accurate and updated records of accounts payable transactions.

2. Vendor & Staff Relations

• Communicate with vendors and suppliers regarding billing discrepancies, payment status, and required documentation.
• Coordinate with internal departments (procurement, HR, operations, academics) to confirm receipt of goods/services before payment.
• Handle staff reimbursements and advances according to school policy.

3. Compliance & Taxation

• Ensure compliance with Indonesian tax regulations (e.g., PPh 23, PPh 21, VAT/PPN, and other applicable taxes).
• Prepare and file relevant withholding tax documents and reports to tax authorities.
• Stay updated on changes in financial regulations and implement necessary adjustments.

4. Financial Control & Reporting

• Reconcile accounts payable ledger to ensure all bills and payments are accounted for.
• Conduct weekly bank reconciliations to ensure completeness, accuracy, and timely identification of discrepancies.
• Monitor outstanding payables and prepare aging reports.
• Assist in month-end and year-end financial closing, ensuring timely and accurate reporting.
• Support external and internal audits with proper documentation and reconciliations.

5. Internal Processes, Filing & Controls

• Ensure vouchers and financial documents are properly filed, indexed, and stored in the respective filing bins.
• Uphold a Clean Desk Policy at all times to safeguard financial confidentiality.
• Do not process any transaction that is ambiguous, incomplete, or unclear; instead, escalate and consult with the Senior Accounting Officer, School Treasurer, or CFO.
• Support the implementation and improvement of accounting systems (ERP/School Finance System).
• Ensure adherence to school finance policies and procedures, recommending improvements where necessary.

Qualifications & Skills

• Education: Minimum Diploma/Bachelors degree in Accounting, Finance, or related field.
• Experience: At least 2 - 3 years in accounts payable or general accounting (experience in schools or non-profit/education sector preferred).
• Knowledge: Familiar with Indonesian accounting standards (PSAK), tax regulations, and financial reporting.
• Skills: Strong attention to detail and accurancy, Good communication and interpersonal skills, Ability to manage deadlines and multitask, Proficiency in Microsoft Excel and accounting software (e.g., Zoho Books/Zoho Accounting, Accurate, SAP, Oracle, or similar), Good command of Bahasa Indonesia and English.

Key Competencies

• Integrity and accountability in financial management.
• Problem-solving and proactive attitude.
• Team player with a service-oriented mindset.
• Adaptability in a multicultural, international school environment.