Accounts Payable Officer

**Finance**
**JHB Central**
***:
**Accounts Payable Officer - Finance - Newtown**

**Temp 6 Months Contract - Salary Market Related**

**Purpose**

To provide support services with the recording, authorisation, executing and reporting of expenditure and payment transactions.

**Qualifications and Experience Required**
- National Diploma in Financial Management (NQF L6)
- Bachelor of Commerce (NQF L7)
- Knowledge of PFMA, MFMA, Treasury regulations, GRAP, IFRS, Companies Act, Relevant accounting/finance systems.
- Experience in bookkeeping.

**Position description**

**Vendor invoice processing**
- Receive vendor invoices and check for completeness and accuracy.
- Date and stamp the invoice as being received.
- Check and ensure that the invoice amount corresponds with the quoted amount as per the purchase order attached.
- Gain the required approval for the invoice received.
- Process the invoice either through the direct method or the order method. (Circumstances depend).
- Reconcile vendor accounts monthly and follow up on outstanding payments.
- Send vendor forms to suppliers to be added on the financial system.

**Vendor Invoice Payments**
- Check the paid invoices against the payment list.
- Reconcile invoices and resolve any queries that arise.
- Capture invoice on the relevant system.
- Print remittance advice and distribute to vendor where required.
- For foreign payments, complete the required forms and documents and match the invoice to the correct forex transactions.
- Create payment for EFT and process payment.
- Send remittance to suppliers.
- Prepare 30-day schedule to confirm payments made for the submission to the line manager.

**Petty cash maintenance**
- Receive a claim for petty cash and check all documentation for accuracy and completeness.
- Update petty cash register and sign out petty cash for payment to employee.
- Issue a petty cash receipt to employee.
- Process petty cash for regional offices by matching payments with invoices/requests and reimbursing cash.
- Maintain and update the deposit book for cheques.

**Debit order processing**
- Prepare journals for credit cards, Europcar, Travel Studio and overseas claims.
- Match invoices to the debits and send to line manager for review and approval.

**Claims processing.**
- Processing invoices of expenditure and prepare claim sheet, compiling a list of invoices.
- Handle queries through to resolution within the appropriate timeframe, searching for supporting documentation/invoices.
- Prepare monthly management schedule showing amount of income recognise.

**Asset verification**
- Check that all allocations of assets are up to date.
- Check that costs are correctly captured onto the asset register.
- Assist in identifying those assets that are obsolete or damaged and update the register accordingly.
- Check that new assets are barcoded correctly and are updated on the register.
- Process disposals of assets in accordance with company policy and procedure.
- Produce monthly reports on assets that have been captured, the condition of assets, challenges, and recommendations of solutions.

**General administration**
- Provide supporting documentation for VAT submission.
- Receive general enquiries on accounts payable from customers and the office staff and resolve within the appropriate time frame.
- Update and maintain a filing system ensuring accuracy and easy reference.
- Compile and provide information and knowledge to the auditors with regards to creditor related enquiries.
- Train new staff on the expense claim procedure when required.
- Capture journals.
- Perform reconciliation of bank and other balance sheet accounts.

Craft invoices.