Summary
Date Posted: Tuesday, February 22, 2022 , Base Salary: Not Disclosed

JOB DETAILS:
Job description:
Overall Job Purpose
The Officer, Accounts Payable is responsible for overseeing the posting of all ledger entries and ensure the prompt and accurate processing of payments to suppliers within agreed credit terms and in accordance with control procedures while making certain that data is collated and processed in a confidential and timely manner

Specific Job Responsibilities
Ensure invoices are properly authorized in accordance with levels of authority and allocated to correct Supplier & General Ledger accounts on a daily basis.
Review all invoices for appropriate documentation and approval prior to payment.
Obtain supplier statements and reconcile supplier accounts before any payment can be raised.
Check assigned/advised Supplier POs on invoices and verify accuracy and status of the advised PO before invoices are captured.
Pay suppliers by monitoring discount opportunities; verifying PO numbers; scheduling and preparing payments; resolving purchase order, contract, invoice, or payment discrepancies and documentation
Ensure purchase order amendments are done before capturing or posting invoices that are over and above the PO value & respond to all supplier inquiries.
Prioritize invoices according to payment terms and cash discount potentials.
Assist in month end closing and with other projects as needed.
Maintain files and documentation thoroughly and accurately, in accordance with company policy and accepted accounting practices
Obtain Supplier statements and reconcile supplier accounts every quarter (March, June, Sept & Dec) to support quarter end reporting.
Resolve supplier queries with end users on invoicing issues related to services and make follow up on all reconciling issues.
Follow up on all debit balances and provide reasons for debit balances on the supplier account
Process advance payments as received from the commercial department
Ensure remittance advices are sent to the suppliers after payments have been fully signed off and sent to bank.
Processes Supplier transactions based on reconciliation of invoices, purchase orders and receiving documents and following up on reconciling items.
Communicates with Suppliers in reference to purchase orders and invoices to ensure accurate payment to all Suppliers.
Communicates with other departments to ensure timely and accurate payment to all Suppliers.
Timely and accurate processing of invoices in Pronto.
Post all approved Service invoices in Pronto within 48 hours from time of receiving the invoices from the supplier or end users.
Post all stock invoices in Pronto within 72 hours from the time of receipting the invoices against PO by Warehouse staff.
Inform Supply Chain and AP Supervisor within 24 hours of receipt of invoice if there are unit price or quantity mismatches on Stock item invoices. Follow ups should be done to ensure all issues are resolved.
Optimum record keeping for all accounting documentation and schedules for all transactions and accounts that this position is responsible for

Job Specific Competencies
A working knowledge of bookkeeping procedures
Must have a working knowledge of computer operations
Requires a high degree of accuracy in the processing of supplier invoices
Must possess excellent data entry skills
Effective communication skills
Accounting & Auditing skills
Ability to use Microsoft productivity software such as Excel and Word
Knowledge of Pronto EPR
Knowledge of International Financial Reporting Standards(IFRS)

Key Job Attributes
High levels of integrity and ethics
Professionalism
Excellent attention to detail
Ability to multitask
Ability to consistently meet all deadlines
Ability to work under pressure
Work cooperatively with others
Deal politely with suppliers
Strong organizational ability and a self-starter
Ability to follow standard filing procedures

Qualifications & Experience required to perform in this job
Minimum G12 Certificate
Diploma or Degree in Accounting or related field and/ or a Professional Accountancy qualification (e.g. CA Zambia, ACCA, ZICA etc.)
3+ years of experience in an accounts payable function
Member of Zambia Institute of Chartered Accountants


Work Hours: 8

Experience in Months: 36

Level of Education: Associate Degree

Job application procedure
To apply for this job please visit firstquantumcareers.com.

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