Accounts Payable Administrator (Maternity cover)

Job description, responsibilities and duties

The AP VIM Administrator is responsible for managing and optimizing the Invoice-to-Pay (I2P) process within the South Europe region, with a strong focus on automation, compliance, and efficiency. The role ensures accurate and timely invoice processing using vendor invoice management and supports the integration of procurement and payment systems within a fully digital Source-to-Pay environment.

Invoice Processing & VIM Administration

• Administer and monitor invoice workflows, including invoice capture, validation, exception handling, and posting.
• Ensure timely and accurate processing of supplier invoices in line with company policies and payment terms.
• Manage and resolve blocked or parked invoices, including discrepancies related to pricing, quantities, or missing approvals (NonPO).
• Oversee automated matching processes (2-way and 3-way matching) between invoices, purchase orders, and goods receipts.
• Maintain proper documentation and audit trails for all invoice transactions.
• Provide support for other areas of Accounts Payable functions as needed.

Scope & Impact

• Supports Accounts Payable operations across multiple European entities.
• Contributes to the standardization and automation of global Source-to-Pay processes.
• Plays a key role in improving invoice accuracy, reducing processing time, and strengthening supplier relationships.
• Ensures high data quality and compliance in a highly integrated digital finance environment.

Source-to-Pay Integration (Ariba / SCC / Direct Sourcing)

• Maintain a view role within processes, including sourcing, purchasing, invoicing, and supplier management activities.
• Ensure alignment between invoice processing and upstream procurement activities such as Guided Buying and contract-based purchasing, based on system visibility.
• Support supplier onboarding and vendor master data updates through centralized workflows, ensuring data accuracy and compliance.
• Review and validate vendor master data as it relates to invoice processing and payment activities.

Compliance & Controls

• Ensure adherence to internal controls, Global Authorization Matrix (GAM), and company policies.
• Support VAT compliance, including correct tax treatment for domestic and cross-border transactions.
• Provide documentation and system support for internal and external audits.