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

i) 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

ii) 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

iii) 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

iv) Reconciliations

Perform monthly accounts payable reconciliations

Assist with bank reconciliations where required

Investigate and resolve outstanding items

v) 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

vi) 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)

vii) 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

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

• Invoice processing
• Accounts payable management
• Payment processing
• Reconciliations
• Record keeping
• Compliance
• Vendor management
• Reporting
• ERP system proficiency
• Communication skills
• Attention to detail
• Organizational skills

• Experience in accounts payable
• Familiarity with ERP systems
• Knowledge of accounting principles and practices
• Ability to maintain accurate records
• Strong attention to detail
• Good communication and interpersonal skills
• Ability to work independently and as part of a team