Head of Accounts Payable Operations

Job Description : GM – Accounts Payable Qualification : Chartered Accountant (CA)

Experience : 12–14 years

Function : Finance & Accounts – Accounts Payable

Location : Gurgaon

Reporting To : Head – Finance / CFO

Mandatory Requirement : Extensive SAP Experience (AP, MM, FI modules)

1. Role Purpose

The role is responsible for leading the end-to-end Accounts Payable (AP) function in a high-volume, fast-paced environment. The position requires a seasoned Chartered Accountant with deep operational expertise, strong governance mindset, and proven experience in SAP-driven AP processes . The individual will ensure accuracy, compliance, vendor satisfaction, robust internal controls, and process efficiency across the AP value chain.

2. Key Responsibilities

A. Accounts Payable Operations (End-to-End Ownership)

Lead and manage the complete AP cycle including invoice receipt, validation, workflow approvals, 3-way match, GR / IR clearing, and posting in SAP .

Review and approve high-value invoices, vendor bills, debit / credit notes, and employee claims.

Manage all categories of payments—operational, capex, logistics, rentals, consultancy, utilities, imports, and advance payments.

Ensure timely payment runs through SAP (F110), adherence to payment terms, and control over exceptions.

Oversee AP month-end closure including provisioning, accruals, reconciliations, and schedules.

B. Vendor Lifecycle Management

Ensure robust vendor onboarding including KYC checks, GST validation, bank verification, and master data creation in SAP Vendor Master .

Conduct periodic vendor account reconciliations and resolve disputes or mismatches.

• Maintain vendor ageing;

ensure no overdue payments unless justified.

Review and optimize vendor payment terms in collaboration with procurement.

drive transparency through AP dashboards.

C. Statutory Compliance & Taxation

Ensure accurate GST, TDS, RCM applicability for every transaction processed in AP.

Oversee correct SAP postings for GST credits, tax deductions, and reversals.

Support preparation of GST returns (GSTR-2B, input reconciliations) & TDS filings.

Ensure compliance with Companies Act, Income Tax Act, GST laws, and other statutory regulations.

Maintain accurate documentation for tax audits and statutory audits.

D. Process Controls, Audit & Governance

Establish strong internal controls and safeguard risks through SAP process controls (system validations, tolerance limits, payment blocks).

Ensure compliance with ICFR , audit requirements, and internal SOPs.

Lead internal, statutory, and IFC audits for the AP function.

Ensure timely closure of audit observations and action plans.

Implement and update SOPs, delegation of authority, and AP policy framework.

E. SAP, Automation & Process Improvement

Serve as the AP process owner for SAP FI / MM modules .

Drive automation initiatives like :

OCR-based invoice capture

Workflow digitization

Vendor portal enhancements

Automated 3-way match controls

System-based TDS / GST validations

Work closely with the SAP / IT team to troubleshoot issues, optimize processes, and implement enhancements.

Develop actionable dashboards (processing TAT, exceptions, vendor ageing, DPO, etc.) using SAP analytics.

F. Stakeholder & Business Partnering

Collaborate closely with Procurement, SCM, Treasury, Legal, and Operations teams.

Support Treasury in planning weekly / monthly payment forecasts.

Work cross-functionally to resolve bottlenecks affecting vendor payments or invoice approvals.

Act as the point of escalation for critical vendor and internal stakeholder issues.

G. Team Leadership & Capacity Building

Lead and mentor a team of AP managers / executives based at the Gurgaon office.

Allocate workflows, set KRAs, track KPIs, and drive capability development.

Conduct regular trainings on SAP AP processes, GST, TDS, and internal controls.

Foster a high-performance culture grounded in discipline, accuracy, and ownership.

3. Key Deliverables / KRAs

100% adherence to payment schedules and vendor terms.

High accuracy in invoice posting, tax application, and coding ( Reduction in invoice processing TAT through SAP automation.

Zero non-compliance observations in internal / statutory audits.

Effective GR / IR management with no ageing beyond defined timelines.

Improved DPO while maintaining strong vendor relationships.

High-quality MIS : weekly AP aging, vendor outstanding, spend analytics, exception reports, and TDS / GST accuracy.

4. Required Skills & Competencies

Must-Have Technical Skills

Extensive hands-on experience in SAP (FI, MM, AP workflows, vendor master, payment runs, GR / IR).

Strong knowledge of GST, TDS, Income Tax, accounting standards, and vendor compliance.

Expertise in vendor reconciliation, cost center accounting, and financial controls.

Thorough experience in handling large transaction volumes and multi-location AP operations.

Behavioral & Leadership Competencies

Strong analytical approach and problem-solving ability.

Excellent communication and vendor negotiation skills.

High level of integrity, accuracy, and process discipline.

Ability to lead teams and manage cross-functional expectations.

Comfortable working in a dynamic and high-paced operational environment.

5. Education & Experience

Chartered Accountant (CA) is mandatory.

12–14 years of relevant experience in Accounts Payable within large corporates, retail, manufacturing, or multi-location setups.

AP-specific).

Experience in automation projects, shared services, or process transformation preferred.