Job Description

value logistics – Accounts Payable Officer

Accounts Payable Officer – Value Logistics

Purpose of the Role

The Accounts Payable Officer is responsible for managing the full accounts payable cycle, ensuring accurate and timely processing of supplier invoices, reconciliations, and payments. The role supports strong financial controls, compliance with VAT regulations, internal audit standards, and effective collaboration with internal teams and external suppliers to maintain smooth financial operations.

Key Responsibilities

Creditors Payments

• Reconcile all supplier invoices and ensure charges are accurately recovered
• Capture supplier invoices into the Ship Shape system
• Process payments daily, ensuring accuracy and timeliness
• Verify receipt of original invoices from suppliers
• Ensure all invoices comply with VAT requirements and internal policies
• Confirm invoice charges align with agreed rates and contracts
• Reconcile transporter invoices and verify supporting proof of delivery (POD) documentation before payment
• Hand over PODs to controllers for filing and verification of container returns
• Clear all profits in Ship Shape and escalate uncertainties to management
• Record appropriate remarks in the system when payments reflect before shipment invoicing
• Ensure all transactions are recorded within the correct accounting month

Creditors Reconciliation

• Obtain and reconcile weekly and monthly supplier statements against invoices
• Process payments accurately through Ship Shape and Embrace systems
• Ensure daily system downloads balance across platforms
• Perform required payment pre-checks
• Process COD payments twice daily and provide proof of payment to controllers
• Submit documentation to scanning for archiving and ensure proper filing for audit readiness

SARS Deferment and Compliance

• Ensure SARS statements are received on time and reconciled accurately
• Verify system balances between Ship Shape and Embrace
• Process payments in line with statements and compliance requirements
• Send proof of payment to relevant customs authorities
• Adhere strictly to all monthly deadlines, including annual payment requirements
• Ensure over-border reconciliations are completed, balanced, and settled accordingly

Purchase Orders

• Process purchase orders in Embrace
• Ensure all purchase orders are approved and supported by required documentation
• Reconcile supplier statements and maintain accurate balances

Filing and Documentation Control

• Ensure shipment files are accurately maintained and submitted for scanning
• File documents according to operational modes and standards
• Maintain weekly updates of all filing systems

General Responsibilities

• Maintain professional conduct at all times
• Support operational functions where required

Minimum Requirements

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

Key Skills and Competencies

• Strong accounts payable processing knowledge
• Excellent reconciliation skills
• Proficiency in ERP and accounting systems (ShipShape and Embrace)
• Advanced Microsoft Office skills
• Strong written and verbal communication skills
• Excellent problem-solving abilities
• High attention to detail
• Strong organizational and time management skills

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