Job Description

Value Vacancies – Accounts Payable Officer

Accounts Payable Officer – Purpose of the Role

The Accounts Payable Officer is responsible for the full accounts payable function, ensuring accurate, compliant, and timely processing of supplier invoices, reconciliations, and payments. This role supports strong financial controls, effective supplier and internal stakeholder relationships, and adherence to VAT regulations, audit standards, and company procedures.

Key Responsibilities

Creditors Payments

• Reconcile supplier invoices and ensure all charges are accurately recovered
• Capture all supplier invoices on the ShipShape system
• Process supplier payments daily and within agreed timelines
• Verify receipt of original supplier invoices
• Ensure invoice details are accurate and VAT compliant
• Confirm that applicable costs are recovered from customers
• Validate invoice charges against agreed supplier rates
• Reconcile transporter invoices and verify proof of deliveries prior to payment
• Hand over all PODs to controllers for filing in shipment records
• Ensure containers are returned to the correct depots in line with requirements
• Clear all profits on ShipShape and escalate uncertainties to management
• Record relevant notes on ShipShape when payments occur prior to shipment invoicing
• Ensure all payments are recorded in the correct accounting period

Creditors Reconciliation

• Receive and reconcile weekly and monthly supplier statements
• Arrange and process payments via ShipShape and Embrace
• Ensure daily system downloads balance between platforms
• Perform all required pre-payment checks
• Arrange COD payments twice daily and provide proof of payment to controllers
• Submit monthly documentation for scanning and archiving
• Ensure scanned documents are returned and filed correctly for audit purposes

SARS Deferment Payments

• Receive SARS statements by the required due dates
• Reconcile SARS statements to ShipShape records
• Verify daily downloads into Embrace and process payments accordingly
• Submit proof of payment to relevant customs offices once processed
• Adhere strictly to monthly deadlines, including the annual 13th payment
• Ensure all Over Border reconciliations are received, balanced, and paid

Purchase Orders

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

Filing of Shipment Files

• Ensure shipment files are accurately filed and submitted for scanning
• File documentation according to mode
• Maintain and update filing records on a weekly basis

General Responsibilities

• Maintain a consistently professional standard of conduct
• Support operational functions and assist departments 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

• Strong accounts payable processing expertise
• Advanced reconciliation skills
• Proficiency in ERP and accounting systems, including ShipShape and Embrace
• Excellent written and verbal communication skills
• Strong problem-solving and analytical abilities

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