Invoice Desk Officer

Essential Knowledge/Skills and Experience Required:

• Bachelor’s degree in business management or business administration.
  
• 0 – 2 years of relevant experience.
  

Governance & Risk Management

• Compliance with Group policies, procedures, and regulatory requirements, with zero high-risk audit findings per reporting period.
  
• Ensure timely closure of all audit and risk issues, with monthly updates to the risk register at 100% completion rate.
  
• Deliver timely submission of RCSA (monthly) and BIA (annual) reports in line with Group risk frameworks.
  
• Support structured policy reviews with all updates finalized within defined governance timelines.
  
• Contribute to departmental NPS score per quarter, reinforcing a culture of service excellence and compliance
  

Invoice Desk

• The responsibility of the Invoice help desk is a primary liaison between CIC insurance Group vendors and a variety of internal stakeholders and shall foster a culture of compliance within vendor engagements. The manager’s role will be to oversight the desks’ critical activities that are not limited to.
  
• Receive all invoices from the supplier.
  
• Check for completeness of the invoices (Invoice, LPO, delivery note/Job card where applicable)
  
• Recording of incomplete invoices in the tracker & return them to supplier for amendment.
  
• Recording of complete invoices in the tracker for further processing.
  
• Scanning of the invoices and all relevant attachments.
  
• Booking the invoices in the ERP system for approvals
  
• Follow-up for approvals of all the invoices through the stakeholders
  
• Receive the LPO in ERP when delegated.
  
• Forward the invoices to Finance payable department and follow-up for payments.
  
• Update all the payments on the tracker for the paid invoices and give remarks for the unpaid
  
• Monitor invoice processing within SLA
  
• Handle all the supplier payment queries.
  
• Monitor the status of the Unmatched invoices and follow-up with Finance.
  
• Monitor Invoices sent back to suppliers for details or clarifications but not received back.
  
• Review report on payments weekly.
  
• The desk will maintain a centralized inventory of vendor data to ensure that all information remains accurate, up to date and readily available to facilitate payments.
  
• Lead proactive identification, remediation and tracking of vendor issues of un-payment.
  
• Resolve issues that are reported, evaluated, and assign appropriate corrective action owners based on severity and other relevant criteria.
  

Administration

• Coordinate on the allocation, tracking, and condition monitoring of office equipment such as laptops, desktops, printers, and other shared assets.
  
• Maintain an up-to-date inventory of all administrative and ICT-related office equipment.
  
• In liaison with ICT and Finance, coordinate the decommissioning, transfer, or disposal of obsolete office equipment in line with asset disposal policies.
  
• Support procurement and onboarding processes for new office equipment, including tagging and documentation.
  
• Manage service contracts and SLAs for cleaning, fumigation, courier, and other office support vendors.
  
• Coordinate general maintenance and cleanliness of offices in liaison with facilities teams.
  
• Ensure offices are adequately stocked and equipped for daily operations, including consumables and general supplies.
  
• Coordinate workspace planning, movement of staff, and reorganization of office layouts to accommodate business needs.
  
• Implement and maintain records handling and archiving systems in line with Group policies and regulatory requirements.
  
• Support digitization initiatives in collaboration with Records and ICT teams.
  
• Coordinate logistics for staff travel, accommodation, and transportation needs.
  
• Coordinate internal events and meetings through effective administrative planning and venue readiness
  
• Monitor the administration budget and ensure cost-effective delivery of services.