Payments and Utilities Executive

Key Responsibilities:

Vendor & Contract Coordination

• Support vendor onboarding processes.

• Maintain and update vendor databases and contract documentation.

• Work with operations team to monitor vendor performance and escalate service delivery issues where required.

• Support contract renewals and ensure procurement timelines are met to avoid service disruption and payment delays.

Financial & Payment Coordination

• Manage full invoicing cycle including preparing accurate invoices, quotes, purchase orders, and expense reports; monitoring them through to payment.

• Oversee Goods Receipt (GR) and Invoice verification to ensure timely payments.

• Track procurement spending and support reporting against operational budgets.

• Support accrual reporting and payment financial documentation where required.

Utilities & Invoice management

• Receive, review, and process utilities invoices (e.g., electricity, water, gas, telecoms, waste management) for timely payment.

• Flag discrepancies, consumption abnormalities, or price variances and follow up with vendors or internal stakeholders for resolution.

• Track payment status and maintain an updated log of all utilities-related transactions.

Governance & Compliance

• Ensure procurement & payment activities comply with internal policies, contractual requirements, and governance standards.

• Maintain proper documentation for compliance audits and internal reviews.

• Support procurement & payment governance processes including vendor risk assessments and approval workflows.

Purchase Order & Procurement Administration (Support)

• Support raising Purchase Requisitions (PR) and Purchase Orders (PO) through approved procurement systems.

• Monitor purchase order status and ensure timely processing and delivery of materials or services.

• Maintain accurate procurement records including quotations, approvals, purchase orders, and contracts.

• Track procurement transactions and ensure documentation is available for audits and financial reporting.

• Ensure procurement documentation complies with approval thresholds and procurement procedures.

Key Skills & Competencies

• Finance Administration

• Vendor relationship management

• Contract and documentation administration

• Financial awareness and cost control

• Stakeholder management

• Strong organizational and coordination skills

• Basic Finance & accounting background