Deputy Manager - IT Cost & Vendor Relations Analyst

Key Responsibilities

• Accounts Payable Management:
  • Oversee the processing of IT-related invoices, ensuring they are accurate and match purchase orders, contracts, or agreements.
  • Review and validate IT vendor invoices for payment in accordance with company policies and procedures.
  • Ensure all IT accounts payable transactions are recorded accurately in the general ledger and financial system.
  • Manage and process the IT payment cycle, ensuring timely and accurate payments to vendors.
• Vendor Relations & Communication:
  • Serve as a point of contact for IT-related vendors, addressing any invoice discrepancies, queries, or payment issues.
  • Negotiate and communicate payment terms with IT suppliers to maintain positive vendor relationships.
  • Ensure that all required documentation (e.g., purchase orders, receipts) is collected and maintained for auditing purposes.
• Reconciliation & Reporting:
  • Reconcile IT-related accounts payable on a monthly basis, identifying and resolving discrepancies between vendor statements and internal records.
  • Prepare and present reports related to IT payables, including aging reports, cash flow forecasts, and payment schedules, to management.
• Team Leadership & Supervision:
  • Assist in the supervision and mentoring of junior accounts payable staff, providing guidance and support.
  • Train and develop staff in proper accounts payable processes, especially in handling IT-related transactions.
  • Ensure that the team adheres to the company's internal control procedures and best practices for accounts payable.
• Process Improvement & Compliance:
  • Work with the AP Manager to develop and implement process improvements to streamline the IT account’s payable function.
  • Ensure compliance with internal controls, accounting standards, and relevant tax regulations.
  • Participate in the development and maintenance of IT-specific accounts payable policies and procedures.
• Audit & Compliance Support:
  • Assist in internal and external audits by providing documentation, reconciliations, and explanations of IT-related transactions.
  • Ensure proper segregation of duties within the AP function, minimizing risks of fraud and errors.
• Procurement & Purchase Order (PO) Management Responsibilities:
  • Review and monitor open PO reports regularly.
  • Cook with Procurement and Vendor Management teams for pending PO tracking and closure.
  • Validate open PO balances against business requirements.
  • Track PO aging and maintain monitoring reports.
  • Initiate closure of unused, inactive, or fully utilized POs.
  • Perform periodic PO clean-up activities to ensure data accuracy and Compliance.
• System & Technology Integration:
  • Work closely with the IT department to ensure that accounts payable processes are integrated with relevant financial systems and technologies.
  • Monitor the efficiency of the accounts payable software, suggesting improvements or updates to optimize IT-related invoice processing.

Measures of Success

• Ensuring Department’s adherence to budget
• Be a constant force of change and innovation for the organization, challenging status quo and bringing new ideas for testing and incubation
• Successful archival of knowledge and dissemination of it across business functions
• Positive feedback and appreciation from business owners and decision makers.

Key Competencies/Skills Required

• 3-5 yrs experience. Presently should be working in Shared Services/ Finance role handling budgets
• Proficiency in managing data through MS Office suite. Extensive Excel hands-on experience is a must. Knowledge of data visualization tools such Power BI and Tableau would be an added advantage.
• Analytical skills and judgment to solve problems with limited information at hand by learning and using Statistical tools and logics.
• Ability to work with cross functional teams; strong networking and inter-personal skills
• Detail-oriented, critical thinker and self-driven with strong work ethics
• Excellent communication skills and a thoughtful, persuasive personal style
• Self-starters are comfortable in a project-oriented environment and comfortable in dealing with large cross functional projects
• Ability to influence key stakeholders and operational owners through well-articulated strategies backed up with metric driven value statements
• Life insurance experience a plus, but not mandatory