Job Description
Duration:Permanent . A panel may be formed from which future similar vacancies may be filled; such a panel will remain active for a maximum period of 12 months.
Background:
The Financial Operations Unit in Teagasc operates as an internal shared services provider for Teagasc comprising Accounts Payable, Accounts Receivable, Cash Management, Billing, Payroll, Travel & Subsistence Expenses. This post is responsible for managing the Accounts Payable service.
The Accounts Payable (AP) Team processes payments in excess of €60m per annum on foot of 35,000 supplier invoices and 3,500 other payment documents. The AP Team, with the assistance of our external service provider, register and match purchase invoices, process payments, reconcile supplier statements and monitor compliance with tax regulations including supplier tax clearance, construction industry tax, VAT and professional services withholding tax.
Basic Function:
The Accounts Payable Managers lead the AP team and manage payment of suppliers and stakeholders to ensure delivery of an efficient and compliant AP service for Teagasc. The appointee will work very closely with the other newly appointed Accounts Payable Manager and involve communicating and collaborating with colleagues in Teagasc, with the AP external service provider, with suppliers and external stakeholders. The AP Managers will be expected to contribute as part of the Finance team to the achievement of the overall Finance Department Business Plan. The responsibilities listed below will be shared between the two roles but each will be expected to be able to fill in for the other as/when the need arises.
Hybrid Working:
Applications under the Home Working and/or Remote Working polices of the Agile Working Programme may be considered for up to 2 days per week.
Diversity & Inclusion:
At all levels in Teagasc, we believe in growing and keeping alive an open, diverse and inclusive workplace which is respectful to all and nurtures different perspectives, for the benefit of all in the organisation. We are committed to the principles of 'Equal Opportunities, No Barriers, Active Inclusion'. We actively welcome applications from people from diverse backgrounds.
Job Objectives
Main Duties and Responsibilities:
- Lead, manage and develop assigned AP team members.
- Direct and oversee the payment of Teagasc:
- PO suppliers in compliance with contractual obligations, tax legislation including VAT, RCT and PSWT, and Prompt Payment of Accounts legislation.
- Non-PO suppliers and stakeholders (e.g. grants, research collaborators, ACRES payments, staff reimbursements etc.) in compliance with contractual obligations, tax legislation including VAT, RCT and PSWT, and Prompt Payment of Accounts legislation.
- Monthly reporting on Key AP Performance Indicators.
- Maintain close working relationship with Teagasc’s Procurement Team ensuring alignment of processes and efficient end to end Procure to Pay process.
- AP team point of contact for RSS related queries from Teagasc staff
- Maintain relationship with Education, Research and Advisory and maintain timetable of all non-PO deliverables
- Standardise non-PO payment processes
- Manage AP external service provider contract including appropriate controls and KPIs, and re-tendering at appropriate intervals in compliance with procurement regulations
- Manage the continuous improvement projects progress for the AP team
- Provide back-up for the other AP Manager role
- Oversee operation of the Integra Purchase Ledger including master data, fraud prevention controls, data protection and system upgrades.
- Develop and maintain all requisite policy and procedure documentation and controls for areas of responsibility in AP in line with best practice.
- Continuous development of efficient AP processes including the highest standards of internal controls, delivery of optimum service levels and adoption of innovations and best practice.
- Proactively engage and participate in the annual business planning and risk management processes for the Financial Operations Unit and manage the implementation of the AP business plan,
- To assist Teagasc in meeting the commitments of the Quality Customer Service Charter and Action Plan.
- To actively participate in the annual business planning and Performance Management Development System (PMDS) processes.
- To fully co-operate with the provisions made for ensuring the health, safety and welfare of oneself, fellow staff and non-Teagasc staff and co-operate with management in enabling Teagasc to comply with legal obligations, including full compliance with the responsibilities outlined in the Safety Statement.
- Take responsibility for own on-going personal and professional development.
- Support the Financial Operations Manager in projects/assignments and/or other duties that may arise from time to time.
- This Job Specification is intended as a guide to the general range of duties and responsibilities and is intended to be neither definitive nor restrictive. It will be reviewed from time to time with the post-holder.
Skills Requirement
Person Specification
Essential
Desirable
Qualifications
- An accounting qualification (ACA, ACCA, CIMA etc.) or a Level 8 degree, as recognised on the National Framework of Qualifications, in Finance, Accounting, Business or other relevant discipline.
- Minimum of one year’s proven track record as a manager of a busy team
- A qualification in tax
Knowledge/Skills
- Detailed knowledge of best practice in Accounts Payable operations and processes
- Excellent communication skills
- Knowledge of relevant tax regulations including VAT, PSWT, RCT, tax clearance requirements
- Proven ability to lead and manage change, automation and process improvements
- Organisational skills and attention to detail
- A commitment to on-going personal and professional development
- Familiarity with Public Sector governance policies and procedures.
- Experience in managing an External Service Provider
- Familiarity with Integra
Behavioural Competencies
- Ability to lead and motivate
- Ability to plan and prioritise work by considering risk, importance and level of urgency
- Self-motivated and resilient, with a positive, solutions-focused approach to work
- Flexible with an ability to adapt to changing requirements / priorities
- Ability to work to strict deadlines, set clear standards and take a quality customer service approach to work
- A commitment to teamwork and collaborating with colleagues as per our Teagasc Together ethos
Note: The ‘essential’ qualifications, knowledge, skills and behavioural competencies outlined above are ‘must-have’ which will be used in the selection process.