Accounts Payable Trainee  

Job Description

The job of accounts payable accountant was established for the purpose/s of providing support to Hoegh Evi accounting section with specific responsibility for the processing and recording of vessel running expenses (invoices in IFS), attending vendor assistance and providing accounting support to other personnel.

Principal Accountabilities:

• Ensure to process invoices efficiently and in accordance with the department policies and procedure.
• Ensure to manage company inbox (OPEX invoices) efficiently, effectively and on time in accordance with company internal control requirement.
• Ensure HLNG invoices transferred to IFS on time in compliance with the department policies and procedure.

Main Tasks:

• Manage Vendor Master Inbox with in accordance with company internal control requirement.
• Ensure accurate and timely processing of invoices for ADMIN, and OPEX, verifying approvals, coding expenses correctly, and maintaining compliance with company policies
• Coordinates with the responsible people for timely processing and payment of invoices including Purchasing team, Vessel Accountants, Superintendents, and others
• Sending weekly follow-up or reminders to approvers for outstanding invoices or tasks that require their attention in IFS
• Uploading supporting documents (delivery notes/service reports) in IFS
• Ensuring that invoices under (LNGF, HGEG,HGAL) are created with correct tax codes and accounting code and routed to correct PIC’s.
• Update and send the weekly ATPI flight coding template to Crew Managers for cost allocation and upload the updated template to IFS on time
• Review, verify, and update the monthly sending of Open PO lists of the Vessel Accountant
• Registering vendor registration for Direct and Agent by collecting, verifying, and entering new vendor details into the system, including vendor updates in IFS
• Regularly update the monitoring of new vendor registrations and updates, coordinating with the Payment Controller and/or Discipline Responsible to address any missing or incorrect documents.
• Organize and archive onboarding forms in and other supporting documents to eDocs for audits or internal reviews.
• Provide inputs and suggestions to enhance existing policies and procedures.
• Perform ad hoc task/function as maybe required by his/her superior.

Minimum Qualifications

• Bachelor's degree in Accountancy or any related field.
• Knowledge of Eye-share or other ERP systems is an advantage.
• Advanced proficiency in Microsoft Office, particularly Excel.
• Experience in invoice processing and vendor coordination is an advantage.
• Strong collaboration and interpersonal skills.
• Possesses a solution-oriented mindset with a willingness to continuously improve processes and ways of working.
• Works effectively both independently and collaboratively in a team environment.
• Able to manage multiple priorities, work efficiently, and deliver high-quality outputs within agreed timelines.
• Possesses a solution-oriented mindset and approach to problem-solving.
• Able to work effectively both independently and as part of a team.
• Delivers high-quality work efficiently and within agreed timelines.
• Adaptable and able to work effectively in diverse environments and with stakeholders across different business cultures globally.
• Identifies with Hoegh Evi’s values (and leadership principles when applicable)
• This is for a 12 months Fixed-Term Contract