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Accounts Payable

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Join our Client's finance team! Ensure accuracy, integrity, and timely payments in our Accounts Payable operations.

Overview of responsibilities:

Ensure accurate posting of supplier invoices in the Accounting Software
Provide timely payments based on outstanding invoices
To ensure proper recording of payables, prevents duplicate payments and all payments are effected based on original invoices
To ensure that amounts are posted correctly in the corresponding Supplier/ledger Account
To understand thoroughly Sofitel Objectives in managing Accounts Payable

Processing of Invoices

Ensure all original invoices are supported with all necessary documents such as GRN / Purchase Order
Ensure Accurate Posting of invoices in terms of amounts and Expense Code / Supplier Code
Ensure that the correct VAT amount has been posted on the system
After posting all invoices concerning inventories, a listing must be printed from MC and Reconcile with AMETIST on a regular basis (each time invoices are imported)

Payment & Creation of Suppliers on System

Ensure all payments, disbursements and claims are supported by all necessary documents, processes and certified for receipt of merchandises / intervention sheet attached
Ensure the stamp ''paid'' is put on all original invoices for which cheques have been prepared
Ensure that cheques are duly crossed unless otherwise advised
Ensure that no double payment / over payment is effected to any supplier
The payments are effected by verifying invoices with statement of account, then a creditor's listing / Remittance Advice is printed and a cheque is issued for the amount due
To ensure that an invoice is received for down-payments upon collection of cheque without undue delay
To follow for all cheques handed with regards to Cash on Delivery - An invoice + receiving is handed without undue delay
The payments must be counter-verified by the Senior / Chief Accountant before handing over for signatures
All suppliers must be paid within their agreed credit terms being 30-45 days maximum
Creation of supplier account on the system must be done through the duly filled in and signed document by the Purchasing Manager and Senior / Chief Accountant
Once the supplier is created - the reference of the supplier must be written on same - same must be available for check

Filling & Records

Ensure proper filing to ease tracing of documents
Filing should be done as per Payment Voucher No, once the cheques have been signed and posted / handed to supplier
Filing should be done on a regular basis and the Archives Boxes must be correctly labelled and transferred to the archive
To ensure a proper record of cheques prepared / Collected by supplier / Sent through post / Still in office etc; these should be available for inspection at any time and easily consulted in case of queries
Filed of cancelled cheques must be maintained and readily available for check
Regular follow ups must be done for outstanding cheques

Professional Qualifications:

Technical Skills:

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