Job description
Job Summary
The Accounts Payable Specialist is responsible for processing supplier invoices, managing vendor payments, maintaining accurate accounts payable records, and ensuring timely settlement of financial obligations across the company's distribution and retail operations. The role supports compliance with company policies, accounting standards, and statutory requirements while working closely with internal departments and suppliers to ensure efficient and accurate payment processes.
Key Responsibilities
1. Invoice Processing & Verification
- Receive, review, and process supplier invoices accurately and within agreed timelines.
- Match supplier invoices against Purchase Orders (POs), Goods Receipt Notes (GRNs), contracts, and supporting documentation (three-way matching).
- Verify pricing, quantities, taxes, discounts, and payment terms.
- Identify and resolve invoice discrepancies with suppliers and internal departments.
- Ensure proper account coding and cost center allocation.
2. Vendor Payments
- Prepare payment proposals according to approved payment schedules.
- Process payments through bank transfers, cheques, and other approved payment methods.
- Ensure payments comply with company authorization matrices.
- Monitor due dates to avoid late payment penalties.
- Reconcile payment confirmations with bank statements.
3. Vendor Account Management
- Maintain accurate supplier master data.
- Reconcile supplier statements regularly.
- Resolve supplier queries regarding invoices and payments.
- Monitor outstanding balances and aged payables.
- Regularly run the procure-to-pay process.
- Build positive relationships with local and international suppliers.
4. Financial Record Keeping
- Record accounts payable transactions accurately within the ERP system.
- Maintain organized electronic and physical documentation.
- Ensure all accounting records comply with company policies and audit requirements.
- Assist in maintaining proper document retention.
5. Month-End & Year-End Closing
- Prepare AP reconciliations.
- Assist with month-end accruals.
- Ensure all invoices are recorded within the correct accounting period.
- Support financial closing activities.
- Provide schedules required by Finance Management.
6. Internal Controls & Compliance
- Ensure adherence to internal financial controls.
- Verify approvals before processing invoices and payments.
- Support internal and external audits.
- Ensure compliance with VAT, tax regulations (where applicable), and company financial policies.
- Identify process improvement opportunities that strengthen financial controls.
7. Cross-Functional Coordination
- Coordinate with Procurement regarding purchase orders and supplier issues.
- Work with Warehousing to resolve GRN discrepancies.
- Liaise with Retail Operations for store-related invoices and expenses.
- Support Category Managers regarding supplier settlements and promotional claims.
- Coordinate with Treasury regarding payment execution.
8. Reporting & Analysis
- Prepare AP aging reports.
- Monitor overdue supplier balances.
- Generate payment status reports.
- Track invoice processing turnaround times.
- Assist management with ad hoc financial reporting.
Skills
Experience and Educational Requirements
- Bachelor's degree in Accounting, Finance, or a related field.
- Professional certification (ACCA, CMA, CPA, or equivalent) is an advantage.
- 2–5 years of experience in Accounts Payable or General Accounting.
- Experience in a distribution, retail, FMCG, consumer electronics, or fashion environment is preferred.
- Experience working with ERP systems (SAP, Oracle, Microsoft Dynamics, or similar).
This job post has been translated by AI and may contain minor differences or errors.
