VP-General Affairs-Expense Managment

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.