Summary

Accounts Payable Officer is responsible for providing financial and administrative support to the company through; timely and accurately processing of payment, verification of suppliers invoices and reconciliation of suppliers accounts, expenses control and overall company compliance.

Responsibilities

1. Accounts Payable Processing

• Timely and accurately booking of all approved invoices.
• Ensure proper prioritization of invoice payment as per agreed payment terms
• Flag and clarify any unusual or questionable invoices in terms of prices or values that do not correspond to the contract or Purchase orders.
• Timely respond to vendor’s queries and resolve
• Managing other banking issues and providing banking clarification as need arises
• Timely initiation of electronic transfers and payments in the banking system
• Providing vendors with remittance advice when payments are done through bank

2. Internal Control and Processes

• Thorough review of procurement supporting documents before making payment to suppliers -i.e. three way matching that requires a payment voucher be matched to supplier’s invoice, Purchase order (PO) and Goods received note (GRN)
• Liaise with Procurement team to delivery of goods by suppliers prior to making payment
• On Monthly basis run Account Payable Audit trails for the review and approval of Chief Accountant.
• Ensure invoices are paid after proper verification of information and proper authorization as per approval matrix.
• Ensure no payment is processed without a proper reconciliation between parties
• Maintain files and documentation thoroughly and accurately, in accordance with company policy and accepted accounting practices.

3. Taxation

• Ensure compliance with tax laws and other statutory requirements
• Coordinate and assist tax auditors on souring information for Tax Audit purposes.
• Liaise with Procurement team/ Vendors to ensure proper Tax Invoices have been delivered to enable further invoice processing

4. Petty Cash Management and Control

• Timely processing petty cash request
• Ensure petty cash is reconciled on weekly basis to facilitate timely reimbursement of float if need arise

5. Reporting

• In order to facilitate smooth month end closing, ensure Accounts payable module is timely closed
• Preparation of Accounts payable related reports, this includes AP aging analysis, AP listing and AP Control Account.
• Preparation and production of other Accounts payable reports.
• Tax Related-Ensure all invoices liable for withholding tax are properly deducted.

6. Reconciliation

• Timely reconciliation of Vendors accounts and resolve issues /discrepancies if any

7. Statutory Audit

• With the lead of Chief Accountant assist external Auditors sourcing the necessary information for smooth audit exercise

Education and Qualifications

• Bachelor Degree in Accounting, Post Graduate in Business related field.
• CPA is an added advantage.

Requirements

Skills, Knowledge & Abilities

• Able to work independently with an eye of high level of prioritizing;
• Knowledge of Sage X3 is an added advantage;
• Task-focused and pro-active approach;
• Strong organizational, time management skills;
• High standard of numeracy and accuracy with attention to detail;
• Confident, effective and simple communication with clients at all levels;