Account Assistant – AP

Currently, more than 1800 students are learning at GESS supported by more than 400 full time and part time academic and administrative staff members. In August 2018 GESS moved to Dairy Farm Road to a modern new school campus located at the edge of Singapore’s largest nature reserve.

The Account Assistant in Accounts Payable function will support the existing AP Accountants in the daily operation for the following tasks and ensures the tasks are performed with satisfactory professional standard:

Verify staff claims and process reimbursements daily / weekly

Verify PO and Non- PO invoices with relevant departments and/or vendors before preparing payments in a timely manner

Process payments timely in various payment modes (e.g. bank transfer, cheques, cash, TT, etc.) within the credit terms

Identify and follow up open issues of invoice, claims and payments closely with both internal and external parties and follow up solutions

Coordinate with banks/financial institutions for payment matters and issues

Assist AP Accountants to carry out petty cash custodian functions and other admin duties (if any)

Assist AP Accountants in annual audit process by collating supporting documents, data and other information required

Photocopy and scan invoices, cheques and other supporting documents as and when required

When needs arise, the account assistant will be required to assist the data migration into new accounting system and data entries during parallel run.

• Verify incoming PO/ Non-PO invoices and staff claims receipts are authorized in accordance with DOA
• Verify &/or seek approval by budget holders for payments of invoices and staff claims
• Communicate with payment requestor and budget holders to ensure invoices, receipts and other supporting documents are appropriate for payment processing
• Verify the budget utilization against relevant GL codes and post supplier invoices/ staff claim receipts into Synergetic system
• Prepare payments to vendors and staff claim reimbursement in Synergetic; upload payment batch to bank portal for online authorization on a timely basis
• Arrange payment authorization from bank signatories
• Follow up on all queries relating to invoices and payments raised by suppliers and signatories
• Coordinate with banks/financial institutions for payment issues
• Prepare cash/cheque payments
• In charge of petty cash reimbursement/disbursement process
• Communicate and follow up payment issues with both internal and external parties
• Update, maintain and reconcile vendor records
• Assist to prepare AP payment vouchers, enter AP accounting entries into accounting system, prepare AP related month end journals, etc
• Organize all AP documents in a logical manner and file in finance drive

• Prepare and facilitate the formalities for bank account open/ closures, implementation of new payment gateways, migration of payment portals, etc.
• Prepare, coordinate and arrange all formalities for changes in authorized signatories according to signing mandate approved by BOG
• Assist the paper work and approvals for renewals/withdrawal/payment of Bank Loan/Hedging/FD/
• Assist the paper work for purchase, disposal and tracking of investment in financial assets
• Monitor the usage of Corporate Card and collate supporting documents

• Assist annual internal/external audit by preparing relevant audit schedules
• Assist to collate information for AP, staff claims and treasury related questions

• Assist AP Accountants in system migration projects when required
• Other tasks, duties or projects as assigned from time to time

• Check and reply emails sent to generic email address
• Scanning of Invoices & Staff Claims
• Dispatch finance documents when necessary
• Open letters when on duty

• Diploma/ Bachelors’ Degree in Accounting Studies or equivalent or professional certification (eg. CAT/ ACCA)
• Relevant background and experience in Account Payable and Treasury function
• Good knowledge and hands-on experience of withholding tax and GST
• Familiar with practices of banking sector and financial institutions
• 3- 5 years of hands-on accounting experience in AP function is preferred. Fresh university grads are welcomed to apply

• Customer service mindset with excellent communication skills in liaising with various internal and external stakeholders is a must
• Able to foster a cohesive and supportive environment
• Cater for issues with open mind concept and able to propose constructive solutions
• Being proactive and able to work independently with minimal supervision
• Proficient in using Synergetic and other accounting software
• Medium level proficiency in using Microsoft Office Excel and Word

Keen to collaborate and share your specialist expertise, you will be a fitting ambassador for the school. You will communicate with confidence across diverse audiences and situations, using your expertise to build strong relationships across the GESS community.

Our School

The German European School Singapore (GESS) is a multi-lingual, not-for-profit, German international school in Singapore with a distinct European flavour. As an accredited ‘Excellent German School Abroad’, the German Section of GESS offers all major German school leaving certificates.

Our European Section offers tuition in English for students from grade 1 - 12 across all three IB programmes (the PYP, the MYP and the IB Diploma Programme) as an authorised IB World School.

Children aged 2 years onwards can enroll in our Preschool where children are following the PYP programme in German-speaking, English-speaking or bilingual groups. In addition to an outstanding academic education, GESS strives to teach students community values such as respect, openness and diversity.

To Apply

We offer an exciting working environment in an international and cooperative team. Your application should include a letter of application and your complete resume. Please indicate your reasons for applying for the position.

Our Selection Process

At GESS we adhere to fair employment practices that consist of hiring practices that are fair, merit-based and non-discriminatory.

We are committed to providing a world class, safe, happy environment in which children and young people are able to thrive and learn. We are committed to safeguarding and child protection as we promote the welfare of all our pupils irrespective of race, ability, religion, gender or culture.

All post holders are subject to appropriate vetting procedures including satisfactory reference and background checks and the offer of employment will be subject to the completion of these. In addition, the visa entry requirements for Singapore are subject to certain requirements being met. This includes but is not limited to, mandatory diphtheria and measles vaccination requirements for children attending school in Singapore will need to be in place prior to arriving in Singapore in order for the criteria for a child Dependent Pass to be met and the visa granted. Further information on this will be shared at interview stage if applicable.

Please note, that only shortlisted candidates will be notified.