Job Description

Section 5: Job Responsibilities

+ Manage end-to-end Expense processing operations for all NPEs:

+ Lead and supervise the complete lifecycle of vendor invoice processing - from receipt, validation, and approval to final payment.
+ Ensure adherence to internal controls, payment terms, and Delegation of Authority (DoA).
+ Monitor and maintain payment schedules for timely settlement of vendor dues.
+ Administer the 'No-Due' verification process: Check and confirm all dues are settled and obtain a 'No-Due' certificate on a half-yearly basis.


+ Develop and control the NPE and investment (CapEx) budget and payment forecast:

+ Plan, prepare, and monitor the annual budget for NPEs including office operations, utilities, travel, outsourced services, and administrative overheads.
+ Analyze historical data to forecast payment obligations and support in cash-flow planning.
+ Review variances against budget and report.


+ Implement and maintain Fixed Asset Control Framework:

+ Follow (establish where necessary) procedures to manage fixed asset accounting, asset tagging, location tracking, insurance, verification, and retirement.
+ Ensure all additions and disposals are properly recorded and reflected in the fixed asset register.
+ Liaise with GAD, Procurement & ITD teams for accurate and timely data entry and insurance.


+ Ensure compliance with labor regulations for off-roll staffs (e.g., security, housekeeping, etc.):

+ Track payments made to off-roll staff through vendor agencies.
+ Review and approve vendor claims to ensure compliance with Minimum wages and Bonus Acts (or any other relevant act, rule, regulation, law, etc.)
+ Coordinate with vendor partners to ensure timely revision of wages and disbursement of statutory dues.
+ Maintain supporting documentation for audit and internal checks.


+ Lead automation initiatives and support audit readiness:

+ Implement and improve automation tools and expense operations workflows to enhance accuracy, transparency, and turnaround time.
+ Maintain audit-ready records and respond to internal, statutory, concurrent, and compliance audit queries.
+ Identify gaps in the existing process and propose improvements to strengthen governance.


+ Prepare and present MIS reports and dashboards for management review:

+ Develop and submit monthly reports detailing expense processing status, budget utilization, pending liabilities, fixed asset position, etc.
+ Enable data-driven decision-making through timely and accurate reporting.


+ Support query resolution and vendor communication:

+ Manage communication channels with vendors and service providers for payment queries, documentation issues, and invoice clarifications.
+ Provide timely responses to ensure smooth operations.


+ Supervise team members and foster cross-functional coordination:

+ Direct and support team members in daily expense processing operations, encourage knowledge sharing, and build capability through training.
+ Liaise with procurement, General Affairs, ITD, Finance teams to streamline processes and resolve bottlenecks.