Invoice Desk Officer at CIC Insurance

About the Role

Reporting to Administration Manager, the role holder will primarily be responsible for supporting the Administration Manager in implementing all the administrative procedures, policies, systems and devising ways to streamline processes. Main goal is to ensure activities are carried out efficiently and effectively to allow other operations to function properly.

Key Responsibilities

Governance & Risk Management

• Compliance with Group policies, procedures, and regulatory requirements, with zero high-risk audit findings per reporting period.
• Ensure timely closure of all audit and risk issues, with monthly updates to the risk register at 100% completion rate.
• Deliver timely submission of RCSA (monthly) and BIA (annual) reports in line with Group risk frameworks.
• Support structured policy reviews with all updates finalized within defined governance timelines.
• Contribute to departmental NPS score per quarter, reinforcing a culture of service excellence and compliance

Invoice Desk  

• The responsibility of the Invoice help desk is a primary liaison between CIC insurance Group vendors and a variety of internal stakeholders and shall foster a culture of compliance within vendor engagements.   The manager’s role will be to oversight the desks’ critical activities that are not limited to.
• Receive all invoices from the supplier.
• Check for completeness of the invoices (Invoice, LPO, delivery note/Job card where applicable)
• Recording of incomplete invoices in the tracker & return them to supplier for amendment.
• Recording of complete invoices in the tracker for further processing.
• Scanning of the invoices and all relevant attachments.
• Booking the invoices in the ERP system for approvals
• Follow-up for approvals of all the invoices through the stakeholders
• Receive the LPO in ERP when delegated.
• Forward the invoices to Finance payable department and follow-up for payments.
• Update all the payments on the tracker for the paid invoices and give remarks for the unpaid
• Monitor invoice processing within SLA
• Handle all the supplier payment queries.
• Monitor the status of the Unmatched invoices and follow-up with Finance.
• Monitor Invoices sent back to suppliers for details or clarifications but not received back.
• Review report on payments weekly.
• The desk will maintain a centralized inventory of vendor data to ensure that all information remains accurate, up to date and readily available to facilitate payments.
• Lead proactive identification, remediation and tracking of vendor issues of un-payment.
• Resolve issues that are reported, evaluated, and assign appropriate corrective action owners based on severity and other relevant criteria.

Administration

• Coordinate on the allocation, tracking, and condition monitoring of office equipment such as laptops, desktops, printers, and other shared assets.
• Maintain an up-to-date inventory of all administrative and ICT-related office equipment.
• In liaison with ICT and Finance, coordinate the decommissioning, transfer, or disposal of obsolete office equipment in line with asset disposal policies.
• Support procurement and onboarding processes for new office equipment, including tagging and documentation.
• Manage service contracts and SLAs for cleaning, fumigation, courier, and other office support vendors.
• Coordinate general maintenance and cleanliness of offices in liaison with facilities teams.
• Ensure offices are adequately stocked and equipped for daily operations, including consumables and general supplies.
• Coordinate workspace planning, movement of staff, and reorganization of office layouts to accommodate business needs.
• Implement and maintain records handling and archiving systems in line with Group policies and regulatory requirements.
• Support digitization initiatives in collaboration with Records and ICT teams.
• Coordinate logistics for staff travel, accommodation, and transportation needs.
• Coordinate internal events and meetings through effective administrative planning and venue readiness
• Monitor the administration budget and ensure cost-effective delivery of services.

Who We’re Looking For

Essential Knowledge/Skills and Experience Required:

• Bachelor’s degree in business management or business administration.
• 0 – 2 years of relevant experience.