Accounts Assistant – Payables

POSITION OVERVIEW:

Job Purpose

The Accounts Assistant – Payables is responsible for managing and processing all supplier invoices, ensuring timely and accurate payments, maintaining proper records, and supporting the overall financial control environment of the organization

ESSENTIAL DUTIES:

Essential Functions/Responsibilities:

Key Responsibilities

1. Invoice Processing

• Receive, verify, and process supplier invoices in line with company policies
• Process bills, match invoices with purchase orders, delivery notes, and approvals
• Ensure correct coding of expenses to appropriate accounts and cost centers

2. Accounts Payable Management

• Maintain an accurate and up-to-date accounts payable ledger
• Prepare payment schedules (weekly/monthly)
• Ensure timely payments to suppliers and service providers
• Reconcile supplier statements and resolve discrepancies

3. Payment Processing

• Prepare payment vouchers and supporting documentation
• Process payments in the ERP System
• Ensure all payments are properly authorized before processing
• Process payments via bank transfers, cheques, or mobile platforms

4. Reconciliations

• Perform monthly accounts payable reconciliations
• Assist with bank reconciliations where required
• Investigate and resolve outstanding items

5. Record Keeping and Compliance

• Maintain organized and auditable filing systems (physical and electronic)
• Ensure compliance with internal controls, policies, and audit requirements
• Support both internal and external audit processes

6. Vendor Management

• Respond to supplier queries in a professional and timely manner
• Maintain accurate supplier records in the system
• Assist in onboarding new vendors (documentation and setup)

7. Reporting

• Generate accurate and timely accounts payable reports, including aging analysis and outstanding balances, to support decision-making
• Preparation of Budget vs Actual Management Report
• Assist in month-end and year-end closing processes, ensuring completeness and accuracy of accounts payable transactions
• Support the preparation of the Executive Director’s quarterly report by providing relevant financial data, analysis, and insights