Accounts Payable Officer – Value Logistics

Purpose of the Role
The Accounts Payable Officer is responsible for the full accounts payable function, ensuring the accurate, compliant, and timely processing of supplier invoices, reconciliations, and payments. This role supports strong financial controls, effective supplier relationships, VAT compliance, and audit readiness across the business.

Key Responsibilities

Creditors Payments

• Reconcile supplier invoices and confirm all charges are accurate and recoverable

• Capture supplier invoices accurately on the ShipShape system

• Process daily payments timeously and in accordance with payment terms

• Verify receipt of original supplier invoices

• Ensure all invoices comply with VAT legislation and company requirements

• Confirm invoice charges align with agreed rates and contracts

• Reconcile transporter invoices and validate PODs prior to payment processing

• Ensure PODs are handed over for correct filing within shipment files

• Verify container returns to the correct depots as per requirements

• Clear all profits on ShipShape and consult management where clarification is required

• Record appropriate remarks on ShipShape when payments precede shipment invoicing

• Ensure all payments are processed within the correct accounting period

Creditors Reconciliation

• Receive and reconcile weekly and monthly supplier statements

• Process payments through ShipShape and Embrace systems

• Ensure daily downloads reconcile between systems

• Perform required pre-payment checks prior to releasing payments

• Arrange and process COD payments twice daily and distribute proof of payment

• Submit documentation for monthly scanning and archiving

• Ensure scanned records are returned and filed correctly for audit purposes

SARS Deferment Payments

• Receive SARS statements by the required due dates

• Reconcile SARS statements against ShipShape records

• Ensure daily downloads into Embrace balance correctly

• Process payments and distribute proof of payment to relevant customs offices

• Adhere strictly to monthly deadlines, including the annual 13th payment

• Ensure over-border reconciliations are received, balanced, and settled timeously

Purchase Orders

• Process and manage purchase orders on Embrace

• Reconcile supplier statements and confirm balances

• Ensure purchase orders are fully approved with all supporting documentation attached

Shipment File Management

• Ensure shipment files are accurately compiled and submitted for scanning

• File documentation correctly by transport mode

• Maintain weekly updates and controls over shipment filing

General Duties

• Maintain professional conduct at all times

• Provide support to operational functions as required

Minimum Requirements

• Grade 12 (Matric)

• Minimum of 5 years’ experience in an accounts payable or similar role

• Proficiency in Microsoft Office Suite

Skills and Competencies

• Accounts payable and creditors processing expertise

• Strong reconciliation skills

• ERP and accounting system proficiency (ShipShape and Embrace)

• High attention to detail and accuracy

• Excellent verbal and written communication skills

• Effective problem-solving ability