Assistant Finance Manager

The position will manage Accounts Managers and the Payments Team, and coordinate closely with

branches, Head Office, and other business and support functions to ensure payment priorities are aligned

with fund availability and financial commitments. The role will also monitor outstanding and ageing items,

review financial reports and MIS, identify critical payment and fund-related matters, provide guidance to

the team, and support the Finance Controller and senior management with timely and accurate financial

information for effective decision-making.

Key Responsibilities

Daily Payment Operations & Financial Control

• Monitor and guide the finance team in completing daily payment activities accurately and within

defined timelines.

• Review daily payment activities handled by the Accounts Managers and Payments Team and

ensure proper execution of assigned responsibilities.

• Ensure payments are processed in accordance with approved payment procedures, company

policies, financial controls, and applicable authorisation requirements.

• Monitor payment requests, supporting documents, approvals, payment instructions, and related

financial records for accuracy and completeness.

• Ensure timely processing of routine, recurring, statutory, vendor, branch, employee-related, and

other approved financial payments.

• Monitor pending payment activities and ensure that critical and time-sensitive payments are

prioritised appropriately.

• Review payment-related exceptions, errors, duplicate requests, incomplete documentation, and

other issues and ensure timely corrective action.

• Ensure appropriate coordination between the Payments Team, Accounts Managers, and

concerned departments for smooth execution of payment activities.

• Maintain strong financial discipline, documentation, accuracy, and control throughout the payment

process.

Daily Payment Planning & Fund Availability

• Review and monitor daily payment plans prepared by the Payments Team and ensure payment

priorities are aligned with available funds.

• Assess upcoming payment requirements and coordinate with relevant finance teams to determine

daily and short-term fund requirements.

• Prioritise critical payments, statutory commitments, essential vendor payments, operational

requirements, and other important financial obligations based on business priorities and fund

availability.

• Monitor the availability of funds across relevant bank accounts and financial channels for planned

payment execution.

• Coordinate with the Finance Manager Payments and Finance Controller regarding daily

payment priorities and funding requirements.

• Identify potential fund shortages or payment constraints in advance and initiate appropriate

escalation and corrective action.

• Ensure payment plans are realistic, updated, and aligned with expected receipts, available funds,

and committed financial obligations.

• Monitor deviations between planned and actual payments and identify reasons for significant

differences.

• Support effective utilisation of available funds while ensuring that critical financial commitments

are met within the required timelines.

Fund Flow & Cash Flow Management

• Prepare, monitor, and maintain daily fund planning and cash flow requirement information.
• Track expected receipts, planned payments, vendor settlements, branch requirements, claims,

expenses, and other significant financial commitments affecting cash flow.

• Monitor daily fund movements and identify upcoming funding requirements that may impact

payment execution.

• Coordinate with relevant finance and business teams to obtain accurate information on expected

collections, payments, and financial commitments.

• Analyse cash flow requirements and provide timely inputs to the Finance Manager – Payments

and Finance Controller.

• Identify potential cash flow pressures and highlight them for timely management action.
• Monitor the alignment between available funds, expected inflows, planned payments, and

outstanding financial commitments.

• Support effective fund allocation and payment scheduling based on business priorities and

financial requirements.

• Maintain accurate and timely fund flow and cash flow information for management review and

decision-making.

Critical Financial Movements & Payment Commitments

• Monitor important financial movements and ensure timely action on critical payments and

financial commitments.

• Identify high-value, time-sensitive, statutory, contractual, or business-critical payments requiring

priority attention.

• Monitor significant fund transfers, major vendor payments, financial commitments, and other

important movements affecting the company's cash position.

• Ensure critical payment matters are appropriately reviewed, documented, approved, and

processed within required timelines.

• Coordinate with relevant departments and stakeholders to resolve issues affecting critical

payments.

• Highlight potential delays, funding constraints, approval gaps, or documentation issues that may

affect important financial commitments.

• Ensure timely escalation of critical payment and fund-related matters to the Finance Manager –

Payments, Finance Controller, or senior management as appropriate.

• Maintain proper visibility of significant payment commitments and their expected execution status.
• Support management in taking timely decisions on important payment and fund-related matters.

Outstanding, Payable, Receivable & Reconciliation Monitoring

• Review daily outstanding, payable, receivable, and reconciliation reports and ensure appropriate

follow-up on pending items.

• Monitor accounts payable positions and ensure that due and critical liabilities are appropriately

tracked for payment planning.

• Review outstanding vendor balances, pending payment requests, ageing items, receivables, and

reconciliation differences.

• Identify long-pending, overdue, disputed, or unidentified financial items and ensure timely

follow-up with the concerned teams.

• Coordinate with Accounts Managers, Payments Team, branches, vendors, and other departments

for resolution of outstanding and reconciliation issues.

• Monitor ageing reports and establish appropriate follow-up mechanisms for timely closure of

pending items.

• Review reconciliation reports and identify material discrepancies, unusual movements, or

unresolved balances.

• Ensure proper documentation and supporting information for reconciliation adjustments and

financial settlements.

• Provide relevant inputs and reports to the Finance Manager – Payments and Finance Controller

regarding significant outstanding and reconciliation matters.

Branch Expenses, Vendor Payments & Claims

• Review branch expenses, vendor payments, claims, reimbursements, and other financial reports

relevant to payment operations.

• Ensure branch and departmental expenses are supported by appropriate documentation,

approvals, and applicable company policies.

• Monitor vendor payment requirements and ensure that approved payments are processed

accurately and within agreed timelines.

• Coordinate with branches, Procurement, Operations, Administration, Commercial, and other

departments to resolve payment-related issues.

• Review vendor claims, employee/department claims, reimbursements, and other payment-related

requests for completeness and proper processing.

• Monitor pending claims and vendor payment requests and ensure timely follow-up on ageing

items.

• Coordinate with vendors and internal stakeholders to resolve payment discrepancies,

documentation gaps, account-related issues, and settlement matters.

• Monitor significant branch expenses and payment trends and highlight unusual or major

deviations for review.

• Ensure appropriate payment prioritisation based on business requirements, due dates, approvals,

and fund availability.

Budgeting, Forecasting & Variance Analysis

• Prepare and monitor monthly, quarterly, and annual budgets and financial forecasts relating to

assigned payment and finance activities.

• Coordinate with relevant departments to collect budget requirements, projected expenses,

financial commitments, and payment requirements.

• Monitor actual financial performance against approved budgets and forecasts.
• Analyse budget versus actuals and identify major variances requiring management attention.
• Investigate significant deviations in expenses, payments, financial commitments, and cash flow

requirements.

• Provide relevant variance analysis and management inputs to the Finance Manager – Payments

and Finance Controller.

• Monitor changes in financial requirements and update forecasts based on actual business

conditions and expected commitments.

• Support departments in understanding financial requirements and maintaining alignment with

approved budgets.

• Identify opportunities for improved financial planning, cost control, and efficient fund utilisation.

MIS & Management Reporting

• Prepare and submit accurate and timely daily, weekly, and monthly MIS and management reports

relating to payments and financial operations.

• Consolidate payment status, outstanding, payable, receivable, reconciliation, fund flow, cash flow,

budget, and variance information for management review.

• Ensure that MIS reports provide clear visibility of important financial movements, pending

activities, payment commitments, and funding requirements.

• Analyse financial data and highlight significant trends, exceptions, ageing items, variances, and

areas requiring management attention.

• Prepare reports on daily payment plans, actual payments, pending payments, fund requirements,

and critical financial commitments.

• Ensure accuracy and completeness of data before submission of MIS and management reports.
• Provide timely financial information to the Finance Manager – Payments and Finance Controller

for decision-making.

• Support preparation of periodic management reports and special financial reports as required.
• Improve the quality, accuracy, timeliness, and usefulness of payment and finance-related MIS.

Stakeholder Coordination & Issue Resolution

• Coordinate with branches, Head Office, and other departments to resolve payment and financial

issues within defined timelines.

• Maintain effective coordination with Accounts, Procurement, Operations, Commercial,

Administration, Business, and other relevant functions.

• Liaise with vendors and other external stakeholders regarding payment status, account details,

outstanding balances, claims, settlements, and payment-related issues.

• Ensure timely collection of approvals, supporting documents, clarifications, and other information

required for payment processing.

• Coordinate with internal stakeholders to resolve discrepancies, delayed approvals, reconciliation

differences, and payment-related exceptions.

• Use appropriate negotiation and communication skills to resolve vendor and stakeholder issues

while protecting the company's financial interests.

• Escalate unresolved or high-impact matters to the Finance Manager – Payments or Finance

Controller with appropriate information and analysis.

• Maintain professional relationships with internal and external stakeholders and ensure effective

follow-up until closure.

• Ensure cross-functional coordination contributes to timely and efficient payment execution.

Team Leadership & Performance Management

• Lead, guide, and monitor the Accounts Managers and Payments Team reporting to the position.
• Allocate responsibilities appropriately and ensure effective distribution of daily payment and

finance activities.

• Monitor staff work progress and follow up on pending activities, ageing items, and delayed

deliverables.

• Review team productivity, accuracy, quality of work, adherence to timelines, and overall

performance.

• Conduct regular staff reviews and provide constructive guidance to improve individual and team

performance.

• Support team members in resolving complex payment, accounts payable, reconciliation, fund

flow, and financial issues.

• Identify capability gaps and provide or recommend appropriate training, coaching, and

development support.

• Promote accountability, teamwork, coordination, ownership, discipline, and process adherence

within the team.

• Continuously identify opportunities to improve team productivity, work efficiency, and turnaround

time.

• Support the Finance Manager – Payments in strengthening the overall payment function and

team capability.

Policy, Process & Payment Controls

• Ensure the Accounts Managers and Payments Team comply with company policies, financial

controls, payment procedures, and approved processes.

• Ensure payments are processed only against appropriate approvals and valid supporting

documentation.

• Monitor compliance with defined payment authorisation, verification, documentation, and control

mechanisms.

• Identify control gaps, process deviations, recurring errors, and potential financial risks within

payment operations.

• Ensure appropriate segregation of duties and adherence to established financial control

requirements.

• Monitor instances of delayed processing, incorrect payments, duplicate payments, unsupported

claims, or other payment-related exceptions.

• Ensure timely corrective action on control gaps and process deviations identified through regular

reviews.

• Support the Finance Manager – Payments in developing and strengthening payment-related

SOPs, controls, and processes.

• Promote standardisation, process discipline, automation, and continuous improvement within

payment operations.

Reporting to Finance Controller & Senior Management

• Report important fund movements, cash flow requirements, major financial issues, and significant

budget variances to the Finance Controller.

• Provide timely updates on daily payment plans, payment execution status, pending critical

payments, and fund requirements.

• Highlight major outstanding, payable, receivable, reconciliation, vendor, and claims-related issues

requiring management attention.

• Escalate critical payment and fund-related matters to senior management for timely decisions.
• Provide accurate financial analysis and supporting information to facilitate management review

and decision-making.

• Ensure significant risks, exceptions, delays, or financial exposures are communicated through the

appropriate reporting channels.

• Support senior management with timely information regarding payment commitments, financial

obligations, and fund availability.

• Maintain confidentiality and appropriate control over sensitive financial information and

management reports.

Core Competencies

• Accounts Payable & Payment Operations – Strong knowledge of Accounts Payable, vendor

payments, payment processing, financial commitments, payment cycles, outstanding

management, reconciliation, and payment controls.

• Fund Flow, Cash Flow & Financial Planning – Strong ability to plan and monitor fund

requirements, cash flow, payment priorities, financial commitments, budgets, forecasts, and

working capital requirements.

• Leadership & Stakeholder Management – Strong team leadership, communication,

coordination, negotiation, and relationship-management capability with Accounts Managers,

Payments Team, branches, Head Office, vendors, and internal stakeholders.

• Analytical & Problem-Solving Capability – Strong ability to analyse financial reports, MIS,

outstanding, ageing, reconciliation, budget versus actuals, and cash flow information, identify

issues, and drive timely resolution.

• Accuracy, Control & Financial Discipline – High attention to detail, accuracy, ownership,

accountability, documentation discipline, confidentiality, and strong focus on financial controls,

timely execution, and compliance.