Accounts Payable Specialist and accountant (6 Months)

Job Description

Cespira is a joint venture between Volvo Group and Westport Fuel Systems, dedicated to advancing sustainable transportation solutions. With offices in Gothenburg (Sweden), Vancouver (Canada), and Brescia (Italy), Cespira leads the way in developing and commercializing High-Pressure Direct Injection (HPDI) technology for heavy-duty engines. This innovative technology supports hydrogen and renewable fuels, significantly reducing greenhouse gas emissions. Our mission is to provide practical, scalable solutions that accelerate the transition to a decarbonized future, ensuring cleaner air and a better world for future generations. We are committed to building on our strong reputation for excellence and pushing the boundaries of what’s possible in transportation.

Position Overview

Under the direction of the Finance Manager, you will manage full-cycle accounts payable activities for Brescia site operations, including day-to-day processing of AP transactions, issue resolution with internal teams and external suppliers, and assistance with regular payment cycles. The role requires strong knowledge of Italian AP compliance, including SDI e-invoicing (FatturaPA), VAT rules, reverse charge, split payment, and imposta di bollo.

Job Requirements

• Setup and maintain a procure-to-pay process, drafting documentation and procedures to ensure consistent follow‑up by all AP team members.
• Invoice intake and validation: Receive, triage and register supplier invoices (PO and non‑PO); perform three‑way and two‑way matches; confirm tax treatment, vendor details, payment terms, and correct coding to cost centres and GLs.
• Italian e‑invoicing compliance: Manage electronic invoicing flows via Sistema di Interscambio (SDI); resolve rejections; ensure correct codice destinatario/PEC, CIG/CUP where applicable, and apply imposta di bollo requirements.
• Discrepancy resolution: Proactively investigate and clear holds (price/quantity mismatches, missing GRNs/POs, duplicate checks); collaborate with Procurement, Receiving, and Requesters to resolve issues promptly.
• Payment runs: Prepare and review vendor payment proposals (SEPA bonifici, scheduled runs); validate supplier banking data; obtain approvals per Delegation of Authority; post payments and clear open items.
• Vendor master data: Create and maintain supplier records; verify tax IDs (Partita IVA), addresses, terms, and banking details; support periodic master‑data hygiene reviews.
• Accounting and close: Post accruals, reclasses and adjustments; reconcile AP subledger to the GL; prepare month‑end schedules (aged payables, GR/IR, debit balances) and support intercompany settlements.
• Tax and statutory support: Prepare AP evidence for VAT returns and refund claims; ensure invoice‑level VAT integrity; provide audit samples and respond to auditor and tax advisor queries.
• Controls and policies: Adhere to SOX/IFRS‑aligned controls and internal policies; maintain complete documentation and an auditable trail.
• Continuous improvement: Track KPIs, identify process bottlenecks, and contribute to AP process and system enhancements; maintain payment logs and all supporting documents.
• Prepare ad‑hoc urgent payments as required.
• Reconcile vendor account statements and monitor accounts to ensure payments are up‑to‑date and any discrepancies are resolved timely.
• Review open AP & goods received reports for multiple operations monthly to maintain aging less than 60 days.
• Assist in gathering and preparing monthly accrual entries from all departments.
• Assist in filing and arranging documents after each cheque run.
• Assist in internal and external audits.
• Other ad‑hoc finance/AP related projects.

Job Responsibilities

• High school diploma or economic/similar degree; requisite experience will be considered.
• A self‑starter that takes initiative.
• 3–4 years experience in a similar role.
• Understanding of accounting principles, including accruals, and AP‑to‑GL reconciliation.
• Technical understanding of Italian SDI e‑invoicing (FatturaPA) and error handling, VAT on purchases, reverse charge, split payment, imposta di bollo on e‑invoices.
• Familiarity with the procure‑to‑pay process ensuring invoices are paid based on approved commitments.
• Analytical, problem‑solving skills; takes initiative and ownership; works well autonomously.
• Able to communicate with all levels of management.
• Advanced MS Office skills.
• Familiarity with JDE is an asset.