Job Description

Value Vacancies – Accounts Payable Officer

Accounts Payable Officer
Company: Value Vacancies

Purpose of the Job
The Accounts Payable Officer is responsible for managing the full accounts payable cycle, ensuring accurate and timely processing of supplier invoices, reconciliations, and payments. This role supports effective 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 verify that all charges are accurate.
• Capture supplier invoices into the Ship Shape system.
• Ensure daily and timely processing of all payments.
• Verify receipt of original invoices from suppliers.
• Confirm invoice accuracy and compliance with VAT regulations.
• Ensure invoice charges align with agreed rates.
• Reconcile transporter invoices and verify supporting proof of deliveries (PODs) before processing payments.
• Submit PODs to controllers for filing in shipment files.
• Ensure containers are returned to correct depots as required.
• Record any payments received prior to shipment invoicing in the “Remarks” section of Ship Shape.
• Ensure 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 system balances.
• Prepare pre-checks prior to payments.
• Arrange COD (Cash on Delivery) payments twice daily and provide proof to controllers.
• Submit documents to the scanning department monthly for archiving and ensure proper filing for audits.

SARS Deferment Payments

• Receive and reconcile SARS statements promptly.
• Verify daily downloads into Embrace and process payments accordingly.
• Send proof of payment to relevant customs offices.
• Adhere strictly to monthly payment deadlines, including the 13th annual payment.
• Ensure all Over Border reconciliations are received, balanced, and paid.

Purchase Orders

• Process all purchase orders in Embrace and ensure reconciliation of supplier statements.
• Confirm proper approval and attachment of supporting documents for all purchase orders.

Filing of Shipment Files

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

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)
• Strong communication skills, both written and verbal
• Problem-solving abilities

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