Job Description

value logistics – Accounts Payable Officer

Accounts Payable Officer

Company: Value Logistics

Purpose of the Role

The Accounts Payable Officer is responsible for managing the full accounts payable cycle, ensuring the accurate and timely processing of supplier invoices, reconciliations, and payments. The role supports strong financial controls, maintains compliance with VAT and regulatory requirements, and collaborates effectively with internal teams and external suppliers to ensure smooth financial operations.

Key Responsibilities

Supplier Invoice Processing and Payments

• Capture all supplier invoices into the Ship Shape system accurately and timeously.
• Reconcile supplier invoices to ensure all charges are correctly recorded and recovered where applicable.
• Verify receipt of original invoices and confirm compliance with VAT requirements.
• Ensure invoice amounts align with agreed rates and contractual terms.
• Process daily payments timeously and within the correct accounting period.
• Record notes in the system where required, including instances where payments reflect prior to shipment invoicing.
• Ensure all transactions are recorded in the correct month.

Transporter and Shipment Reconciliation

• Reconcile transporter invoices and verify supporting proof of delivery (POD) documentation before payment processing.
• Hand over PODs to controllers for proper filing within shipment records.
• Confirm containers are returned to the correct depots as required.
• Clear all profits in Ship Shape in line with procedures, consulting management where necessary.

Creditor Reconciliations

• Obtain and reconcile weekly and monthly supplier statements against invoices and system records.
• Ensure balances align across Ship Shape and Embrace systems.
• Conduct necessary pre-payment checks prior to processing.
• Arrange and process payments through approved systems.
• Manage COD payments twice daily and provide proof of payment to controllers.
• Submit documentation to the scanning department monthly and ensure proper archiving for audit purposes.

SARS and Compliance Payments

• Receive and reconcile SARS statements timeously.
• Match statements to system records and process payments accordingly.
• Forward proof of payment to relevant customs offices after completion.
• Adhere strictly to monthly deadlines, including annual payment requirements.
• Ensure all cross-border reconciliations are balanced and settled accordingly.

Purchase Order Management

• Process purchase orders in Embrace and ensure proper authorization.
• Reconcile supplier statements and confirm outstanding balances.
• Verify that all purchase orders include required approvals and supporting documentation.

Shipment File Management

• Ensure shipment files are accurately compiled and handed over for scanning.
• Maintain organized filing systems by mode of transport.
• Provide consistent weekly updates on filing status.

General Responsibilities

• Maintain professional conduct at all times.
• Support operational and financial functions as required.
• Ensure adherence to internal policies, procedures, and controls.

Minimum Requirements

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

Skills and Competencies

• Strong accounts payable and reconciliation skills.
• Experience with ERP and accounting systems, including Ship Shape and Embrace.
• Excellent attention to detail and accuracy.
• Strong problem-solving abilities.
• Effective written and verbal communication skills.
• Ability to meet deadlines and work under pressure.
• Strong organisational and time management skills.

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