Job Description

Value Vacancies – Accounts Payable Officer

Accounts Payable Officer

Purpose of the Job
The Accounts Payable Officer is responsible for managing the end-to-end accounts payable process, ensuring accurate and timely processing of supplier invoices, reconciliations, and payments. This role supports financial controls, liaises with internal departments and external suppliers, and ensures compliance with VAT regulations and internal audit requirements.

Key Responsibilities

Creditors Payments

• Reconcile all supplier invoices and ensure accurate charge recovery.
• Capture supplier invoices into the Ship Shape system.
• Process daily payments accurately and on time.
• Verify receipt of original invoices from suppliers.
• Ensure all invoice information is correct and VAT compliant.
• Confirm invoice charges align with agreed rates.
• Reconcile transporter invoices and verify supporting proof of deliveries (PODs) before payment.
• Submit PODs to controllers for filing in shipment files.
• Ensure containers are returned to correct depots as required.
• Clear profits on Ship Shape and consult management if uncertain.
• Record notes for payments reflected before shipment invoicing under the “Remarks” section in Ship Shape.
• Ensure all payments are recorded in the correct transaction month.

Creditors Reconciliation

• Receive and reconcile weekly and monthly statements against supplier invoices.
• Process payments through Ship Shape and Embrace systems.
• Ensure daily downloads balance between both systems.
• Conduct pre-checks prior to payment processing.
• Arrange COD (Cash on Delivery) payments twice daily and provide controllers with proof of payment.
• Submit documents to the scanning department monthly for archiving and ensure proper filing for audit purposes.

SARS Deferment Payments

• Receive and reconcile SARS statements on due dates.
• Verify daily downloads into Embrace balance with statements and process payments accordingly.
• Submit proof of payment to relevant customs offices.
• Ensure all monthly and annual payment deadlines are strictly met.
• Reconcile and process Over Border payments accurately.

Purchase Orders

• Process all purchase orders in Embrace.
• Reconcile supplier statements and balances.
• Ensure purchase orders are properly approved with supporting documentation attached.

Filing of Shipment Files

• Ensure shipment files are correctly filed and submitted to creditors for scanning.
• Maintain organized filing by mode and update weekly.

General

• Maintain professional conduct at all times.
• Assist with operational functions as required.

Minimum Requirements

• Grade 12 (Matric)
• Minimum 5 years’ experience in a similar accounts payable role
• Proficiency in Microsoft Office Suite

Skills Required

• Accounts payable processing
• Reconciliation and accounting skills
• ERP and accounting software proficiency (ShipShape & Embrace)
• Excellent verbal and written communication
• Problem-solving and analytical skills

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