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Responsibilities
- Invoice & Claims Processing – Manage the end-to-end process for supplier invoices and staff claims, including receipt, verification, and logging within the digital workflow system.
- Payment Execution & Ledger Maintenance – Prepare payment batches for approved invoices and claims in accordance with the delegated authority matrix and execute payments promptly using approved methods.
- Vendor & Stakeholder Engagement – Act as the main point of contact for vendor and internal stakeholder queries related to payments, invoices, and reconciliations.
- Records Management & Compliance – Digitally file and archive all accounts payable documentation within three business days of processing, ensuring alignment with audit and data retention policies.
- Support monthly and annual closing activities, including supplier statement reconciliations and preparation of audit schedules, with all reconciliations completed by the fifth of each month and discrepancies resolved within the same month.
- Petty Cash & Advance Management – Administer petty cash and staff/vendor advances, ensuring every disbursement is properly documented and reconciled weekly.
- Tax Matters – Ensure the accuracy and completeness of tax related documentation for all supplier invoices, including withholding tax, VAT, and GST where applicable.
- Bank & Account Reconciliation – request from the bank the bank statements, prepare reconciliations, investigate discrepancies, and submit completed reconciliations to the AM for review and to the M for approval.
- Fixed Asset Monitoring – Work closely with the finance and operations teams to monitor the acquisition of fixed assets through the accounts payable process.
- Cross-Functional Collaboration & Ad Hoc Support – Collaborate with procurement, treasury, and other business units to ensure seamless end-to-end procure-to-pay processes.
- Journal Entries and Cash Receipts (Official Receipts (OR)) – Post adjustment entries for corrections, accruals, and prepayments, ensuring all correcting entries are accurately recorded in the correct accounting period.
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