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 complete accounts payable process, ensuring accurate and timely processing of supplier invoices, reconciliations, and payments. This role ensures strong financial controls, effective communication with internal departments and external suppliers, and compliance with VAT regulations and internal audit requirements.

Key Responsibilities

Creditors Payments

• Reconcile all supplier invoices and verify all charges are accurately recovered.
• Capture all supplier invoices into the Ship Shape system.
• Ensure daily payments are processed on time.
• Verify receipt of original invoices from suppliers.
• Confirm invoice information is accurate and VAT-compliant.
• Ensure all recoverable charges from customers are invoiced.
• Validate invoice charges against agreed rates.
• Reconcile transporter invoices and verify supporting proof of deliveries (PODs) before payment.
• Submit all PODs to controllers for filing in shipment files.
• Ensure container returns are correctly verified by controllers.
• Clear profits on Ship Shape; consult management if unclear.
• Record notes in Ship Shape for payments received before shipment invoicing.
• Ensure all payments are recorded in the correct transaction month.

Creditors Reconciliation

• Receive and reconcile weekly and monthly supplier statements.
• Process payments through Ship Shape and Embrace, ensuring daily system downloads balance.
• Prepare pre-payment checks and arrange COD (Cash on Delivery) payments twice daily, providing proof to controllers.
• Submit documents monthly to the scanning department and ensure proper filing for audit purposes.

SARS Deferment Payments

• Receive SARS statements on schedule and reconcile with Ship Shape.
• Verify daily Embrace downloads against statements and process payments.
• Send proof of payment to relevant customs offices.
• Adhere strictly to monthly payment deadlines, including the 13th annual payment.
• Ensure Over Border reconciliations are received, balanced, and paid.

Purchase Orders

• Process all purchase orders in Embrace and reconcile supplier statements.
• Ensure purchase orders are properly approved and supported with documentation.

Filing of Shipment Files

• Ensure shipment files are accurately filed and handed to creditors for scanning.
• Maintain weekly updates of filing organized by shipment mode.

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 role
• Proficiency in Microsoft Office Suite

Skills Required

• Accounts Payable Processing
• Reconciliation Skills
• ERP & Accounting Software Proficiency (Ship Shape & Embrace)
• Proficient in Microsoft Office Suite
• Excellent written and verbal communication skills
• Strong problem-solving abilities

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