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 process, 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 accurately recovered.
• Capture supplier invoices into the Ship Shape system.
• Ensure daily payments are processed on time.
• Verify receipt of original invoices from suppliers and check accuracy and VAT compliance.
• Confirm invoice charges match agreed rates and ensure customer recoveries where applicable.
• Reconcile transporter invoices and verify supporting proof of deliveries (PODs) before payments.
• Hand over all PODs to controllers for filing in shipment files.
• Ensure containers are returned to the correct depots as required.
• Clear all profits on Ship Shape, consulting management when needed.
• Record notes under “Remarks” in Ship Shape if payments occur before shipment invoicing.
• Ensure payments are recorded within the correct transaction month.

Creditors Reconciliation

• Receive and reconcile weekly and monthly statements against supplier invoices.
• Process payments through Ship Shape and Embrace, ensuring daily downloads balance between systems.
• Prepare pre-checks prior to payments and arrange COD payments twice daily with proof of payment.
• Submit documents monthly to the scanning department and ensure proper filing for auditing purposes.

SARS Deferment Payments

• Receive and reconcile SARS statements with Ship Shape.
• Verify daily downloads in Embrace and process payments accordingly.
• Provide proof of payment to relevant customs offices.
• Adhere strictly to monthly and annual payment deadlines.
• Ensure Over Border reconciliations are received, balanced, and paid.

Purchase Orders

• Process all purchase orders in Embrace and ensure reconciliation with supplier statements.
• Ensure purchase orders are approved and supported by all necessary documentation.

Filing of Shipment Files

• File shipment documents correctly and hand over to creditors for scanning.
• Maintain weekly updates and organize files by mode of transport.

General

• Maintain a high standard of professionalism in all interactions.
• Assist with operational functions as required.

Minimum Requirements

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

Skills Required

• Accounts payable processing
• Reconciliation skills
• ERP & accounting software proficiency (Ship Shape & Embrace)
• Excellent written and verbal communication
• Problem-solving ability

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