Accounts Payable Officer

To ensure that:
o Invoice Processing: Receive, review, and process invoices for suppliers in the accounting
software presently Navision, Pastel and ODOO.
o Verification: Verify that invoices are accurate, properly allocated to the right GL code, and
approved by the appropriate department or manager. Ensuring TDS is retained properly, and
VAT is accounted correctly. Ensure the 3-way matching that original PO. GRN/Delivery
Note and supplier invoices. Control that price and quantity match.
o Record Keeping: Maintain accurate records of all accounts payable transactions, including
invoices, payments, and adjustments.
o Vendor Communication: Communicate with suppliers regarding invoice discrepancies,
payment inquiries, and other related matters.
o Payment Processing: Prepare and process payments to suppliers, ensuring timely and
accurate disbursement of funds. Particular attention regarding invoices with due dates and
penalties e.g. utility bills.
o Expense Reconciliation: Reconcile invoices and payments with purchase orders, contracts,
interco purchases and other supporting documentation.
o Month-End Closing: Assist in month-end closing activities, such as reconciling accounts
payable balances, preparing accruals and prepayments.
o Compliance: Ensure compliance with company policies, accounting principles, and
regulatory requirements related to accounts payable processes. Preparing yearly statement of
purchases for review and submission on MNS.
o Suppliers Management: Maintain positive relationships with vendors and suppliers to
facilitate smooth transactions and resolve any issues or disputes.
o Analysis and Reporting: Analyze accounts payable data to identify trends, discrepancies,
and opportunities for process improvement. Generate reports as needed for management
review.
o Expense Approval: Assist in the approval process for non-purchase order invoices, ensuring
proper authorization and documentation.
o Petty cash: Handling of petty cash floats Rs10,000 for expenses.
o Ad Hoc Tasks: Handle ad hoc financial tasks and projects as assigned by supervisors or
management.

 
REPORTING
Assists the controlling department by:
o Performing stock counts quarterly;
Submitting petty cash count monthly;
o Preparing the inter-company balance;
o Vendor debits.
To ensure compliance with internal controls and to assist the finance department in any other cognate
duties.