Purchase Ledger Assistant

Job Description

Title: Purchase Ledger Assistant

Company Name: Euro Foods Group

Vacancy: 1

Age: 25 to 35 years

Job Location: Bangladesh

Salary: Negotiable

Experience:

• 1 to 3 years
• The applicants should have experience in the following business area(s): IT Enabled Service, Garments, Shrimp, Chain shop, Food (Packaged), Beverage, Ice Cream, Bakery (Cake, Biscuit, Bread)

• Bachelor of Business Administration (BBA) in Accounting
• Bachelor of Business Administration (BBA) in Finance
• Master of Business Administration (MBA) in Accounting
• Master of Business Administration (MBA) in Finance

• 1 to 3 years
• The applicants should have experience in the following business area(s): IT Enabled Service, Garments, Shrimp, Chain shop, Food (Packaged), Beverage, Ice Cream, Bakery (Cake, Biscuit, Bread)

• Age 25 to 35 years
• Only Male

Essential

• 1–3 years’ experience in accounts admin / purchase ledger support

• Good data entry accuracy

• Basic Excel and computer skills

• Strong organisation and attention to detail

Desirable

• Experience in retail or stock-based business

• Exposure to invoice processing or finance administration

• Experience working in a structured finance team

PERSONAL ATTRIBUTES REQUIRED

• Careful and accurate

• Organised and dependable

• Willing to learn

• Good team player

• Disciplined and consistent

• Honest and responsible

1. ROLE PURPOSE

The Purchase Ledger Assistant supports the purchase ledger function by ensuring invoices, documents, and supplier records are processed accurately and efficiently.

This role helps maintain:

• Accurate invoice entry support

• Proper document filing

• Timely follow-up of missing paperwork

• Clean supplier records

• Smooth day-to-day purchase ledger administration

This is a support role, but it must be carried out with high accuracy and discipline.

2. PRIMARY ACCOUNTABILITY (NON-NEGOTIABLE)

The Purchase Ledger Assistant is fully accountable for:

• Timely preparation and organisation of purchase documents

• Accurate data entry support

• Proper filing of invoices and supporting paperwork

• Prompt follow-up of missing approvals or documents

• Supporting ledger accuracy through disciplined admin work

If paperwork is missing, records are disorganised, or data is entered incorrectly — this role owns the first-line failure.

3. CORE RESPONSIBILITIES

A. DOCUMENT COLLECTION & ORGANISATION

• Collect supplier invoices and related documents

• Organise:

o Purchase invoices

o Delivery notes o Credit notes

o Approval records

• Ensure paperwork is properly labelled and filed

B. DATA ENTRY SUPPORT

• Enter approved invoice information into the system as instructed

• Check for basic completeness before entry

• Ensure supplier names, dates, references, and amounts are entered accurately

• Flag unclear or incomplete documents to the Purchase Ledger Officer

C. FILING & AUDIT TRAIL MAINTENANCE

• Maintain digital and/or physical filing systems

• Ensure all processed invoices are easy to trace

• Keep records in date order and supplier order where required

• Support audit readiness through clean document storage

D. FOLLOW-UP OF MISSING INFORMATION

• Chase missing:

o Approvals o Delivery notes

o Credit notes

o Supplier documents

• Liaise with stores, buying team, and internal staff for outstanding paperwork

E. SUPPLIER & INTERNAL QUERY SUPPORT

• Assist with basic supplier queries

• Provide copies of invoices or supporting documents when requested

• Escalate unresolved or sensitive issues to the Purchase Ledger Officer

F. ADMINISTRATIVE SUPPORT TO PURCHASE LEDGER

• Help prepare invoice batches for review

• Help prepare files for payment runs

• Update status trackers for outstanding invoices or queries

• Support month-end ledger housekeeping tasks

G. PROCESS DISCIPLINE

• Follow agreed finance procedures at all times

• Maintain confidentiality of supplier and payment information

• Support a tidy, accurate, and disciplined purchase ledger process

4. KEY PERFORMANCE INDICATORS (KPIs)

• Documents filed correctly and on time

• High data-entry accuracy

• Missing paperwork followed up promptly

• Strong support to invoice processing flow

• No loss of documents or poor filing issues

• Good response speed to internal requests

AUTHORITY LEVEL

Can:

• Request missing documents from internal teams

• Flag incomplete paperwork

• Escalate admin issues affecting invoice flow

Cannot:

• Approve invoices

• Approve payments

• Resolve disputed financial decisions independently

• T/A,Mobile bill
• Salary Review: Yearly
• Festival Bonus: 2