Invoice Processing Trainee

Main Purpose of the Role

Provide end-to-end support for the Accounts Payable and invoice processing process, ensuring timely and accurate processing of invoices and related transactions in SAP. Responsible for maintaining accurate Accounts Payable records, supporting timely supplier payments, meeting agreed service levels, complying with internal controls, and providing quality service to internal and external customers.

Key Responsibilities

• Receive, review, validate, process, and confirm invoices, debit notes, credit notes, and invoice provisions for purchases and expenses.
• Ensure documentation is complete, accurate, and contains required approvals before processing transactions in SAP.
• Register invoices, debit notes, and credit notes daily by performing appropriate SAP transactions to maintain timely and accurate Accounts Payable records.
• Meet agreed service levels for GBS Finance LAO customers.
• Review Purchase Orders associated with invoices and validate goods receipts and service acceptances to ensure compliance with three-way matching / triple validation requirements.
• Ensure supplier payment terms are correctly followed and support timely payment processing.
• Review and release authorized pre-registered invoices for accounting and payment.
• Provide documentation and information for audits, filing, analysis, and other Accounts Payable-related activities.
• Respond to inquiries from internal and external customers and provide guidance relating to processes, systems, documentation, and Accounts Payable requirements.
• Ensure activities are performed in accordance with applicable internal controls, data management requirements, and established procedures.
• Comply with applicable safety, health, environmental, loss-control, and regulatory requirements.
• Actively participate in and support continuous improvement and development initiatives.
• Ensure compliance with established quality requirements.
• Support integration and implementation activities involving GBS services and customers.
• Provide SAP and process support for implementation projects and new team members, including process training.
• Participate in system updates and changes to SAP processes.
• Support the creation, review, and updating of process manuals and standard operating procedures.

Functional / Business Skills

• Maintain accurate records and controls for Accounts Payable activities to support timely supplier payments.
• Maintain reliable information within financial systems to support reporting and business decision-making.
• Deliver quality and customer-focused service to supported markets and stakeholders.
• Follow established systems, controls, procedures, and quality standards within the Accounts Payable function.
• Use SAP Finance functionality to process and record transactions related to Accounts Payable.
• Work with Vendor Invoice Management (VIM) or similar invoice management solutions.
• Apply knowledge of financial controls, accounting controls, performance metrics, financial systems, and continuous improvement within Accounts Payable processes.
• Identify, investigate, and resolve routine Accounts Payable issues in a timely manner.
• Develop strong expertise in AP transaction processing and share process knowledge with colleagues.
• Work accurately in a transaction-driven environment while meeting agreed timelines and service levels.

About You

Detail-oriented, organized, and comfortable working with financial transactions and systems. Understands the importance of accuracy and timeliness when processing invoices and supporting supplier payments.

Bring

• Strong attention to detail and accuracy.
• Good analytical and problem-solving abilities.
• A customer-focused mindset.
• Ability to organize and prioritize work effectively.
• Willingness to learn new processes and systems.
• Ability to collaborate with colleagues and stakeholders.
• Strong sense of ownership and accountability.
• Interest in continuous improvement and developing expertise in Accounts Payable.

Key / Required Qualifications And Experience

• Degree in Business Administration, Finance, Commerce, Accounting, or a related field.
• 0-1 years of relevant experience, preferably in Accounts Payable, Finance Operations, Accounting, or a related area.
• Basic understanding of Accounts Payable and accounting processes.
• Ability to work with invoices, purchase orders, financial documentation, and transaction data.
• Good communication and interpersonal skills.
• Strong attention to detail and commitment to accuracy.

Other Requirements

• Intermediate Microsoft Excel skills.
• Knowledge of SAP is desirable.
• Exposure to SAP Finance / Accounts Payable functionality is an advantage.
• Knowledge or exposure to VIM (Vendor Invoice Management) is desirable.
• English proficiency is desirable.

Preferred Qualifications

• Previous internship, apprenticeship, or professional exposure to Accounts Payable, Finance Operations, or Accounting.
• Exposure to invoice processing, purchase orders, goods receipts, service entries, or three-way matching.
• Exposure to a GBS, Shared Services, or Finance Operations environment.
• Basic understanding of financial controls and audit requirements.
• Experience using SAP, ERP, or invoice management systems.
• Customer-service orientation.
• Strong learning agility and willingness to build expertise in Accounts Payable processes.