Accounts Payable Officer

Job Purpose

Under the direction of the Director, Accounts Receivables and Payables, the incumbent is responsible for ensuring the proper identification, checking, measuring, posting and payment of all accounts payable within the period to which they relate in accordance with the Financial Administration and Audit (FAA) Act. 

The incumbent schedules invoices for payment and disburses all cheques, ensuring that payments are effected on a priority basis given the status of cash flow at the particular point in time. The incumbent also tracks expenses, maintains files and other payment records and prepares reports.

Key Responsibilities

Management/Administrative: 

• Provides support to sub-offices in payment and cashiering functions; 
• Provides supporting documentation for audits; 
• Conducts maintenance of record of all cyclical payments as well as all routine or on-going contractual obligations. (eg. utilities, janitorial services, security services, consultancy services, travel claims, etc.); 
• Directs activities to ensure that invoices, bills etc are received for all known cyclical and on-going contractual obligations and that these are booked in accounts payable; 
• Liaises with the Senior Management Accountant regarding any new service or acquisition of any goods, stores or assets, which has or will give rise to a liability on the part of the Authority;
• Ensures there is a smooth flow of payment vouchers and that there are no unnecessary delays in the processing of payments. 

Technical/Professional: 

• Collaborates with the Director Accounts Payables and Receivables in developing a priority payments procedure which establishes the basis for determining vouchers to be paid;
• Selects the vouchers to be paid based on priority policy and given the level of funds available;
• Streamlines the payment operations by developing an appropriate schedule which identifies the days of the week for specified types of payments; 
• Assembles, reviews and verifies invoices and requests for cheque payments;
• Flags and clarifies any unusual or questionable invoice items or prices; 
• Researches and resolves invoice discrepancies and issues; 
• Corresponds with suppliers and responds to their inquiries; 
• Ensures that vouchers to be paid are batched and distributed to certifying officers for certification and subsequently to authorizing officers for authorization; 
• Ensures that the amounts on payment vouchers correspond with the vouchers to be paid and that cheques are correctly printed; 
• Ensures that cheques printed are properly secured, signed and delivered to the Cashier;
• Ensures that cheque numbers are entered on all payment vouchers and that vouchers are properly filed; 
• Ensures that purchases journal and cheque book records are updated and maintained;
• Reconciles accounts payable transactions and prepares analysis of accounts;
• Monitors outstanding payables accounts to ensure payments are up to date;
• Prepares general, periodic and monthly statements and reports; 
• Files GCT monthly and annual returns; 
• Maintains records of all payments as well as routine or ongoing contracts; 
• Prepares commitments of all utility bills, invoices, claims, vouchers assigned ensuring that there is propriety, regularity, authenticity and accuracy of claim; 
• Prepares the imprest reimbursement claims, contract and other technical vouchers or claims;
• Assists with ensuring accuracy of financial statements; 
• Ensures that all payments are correctly classified according to fixed asset, stock, expenses, advances and settlement of liability; 
• Certifies all vouchers and transaction relating to the payables and collection functions;
• Performs any other related duties that may be assigned from time to time. 

Required Knowledge, Skills and Competencies

Core: 

• Effective oral and written communication skills; 
• Ability to work collaboratively; 
• Developing capability; 
• Ability to drive continuous change and improvements; 
• Effective decision-making skills; 
• Ensuring value for taxpayer’s money; 
• Providing quality service; 
• Strategic and analytical thinking skills. 

Technical: 

• Workforce planning and talent management; 
• Employee relations; 
• Accounting; 
• Financial reporting; 
• Budgeting and forecasting; 
• Financial resource management; 
• Knowledge of regulations, legislation and policies;
• Financial risk management. 

Minimum Required Qualification and Experience

• Bachelor’s Degree in Accounting/Management Studies or related studies with Accounting from an accredited University; or 
• Successful completion of the required Government accounting Certificate; 
• Two (2) years’ experience in a comparable working environment. 

OR 

• Associate Degree in Accounting or AAT Level 3 or related studies from a recognized institution;
• Successful completion of the required Government accounting Certificate; 
• Four (4) years’ experience in a comparable working environment. 

Special Conditions Associated with the Job

• Regularly spends long hours sitting and using office equipment and computers;
• Regularly spends long hours in intense concentration reviewing and entering financial information into a computer; 
• May be required to work weekends and public holidays; 
• May be required to travel to outstations.

Please note that only shortlisted applicants will be contacted