Accounts Assistant – Accounts Payable

Job Title: Accounts Assistant – Accounts Payable

Department: Finance

Reports To: Senior Accountant

Job Purpose

To manage the accounts payable function by ensuring that supplier invoices and other approved obligations are verified, accurately recorded, properly supported, and settled within agreed payment terms. The role ensures that creditor records are up to date, liabilities are accurately reflected in the accounting system, and payments comply with company policies and approval procedures.

1. Key Duties and Responsibilities

A. Supplier Invoice Management

● Receive and register all supplier invoices and payment requests.

● Verify invoices against purchase orders, contracts, delivery notes, service confirmations and other supporting documents, as applicable.

● Confirm invoice accuracy, including supplier details, amounts, calculations, VAT and other applicable taxes.

● Check for duplicate invoices and investigate discrepancies before posting.

● Ensure invoices have the appropriate departmental and financial approvals before processing.

● Return incomplete, inaccurate or unsupported invoices for correction.

B. Accounts Payable Posting

● Record approved supplier invoices, credit notes, debit notes and other creditor transactions accurately and promptly in the accounting system.

● Ensure expenses are allocated to the correct general ledger accounts, departments, projects, cost centres and entities.

● Maintain accurate supplier accounts and creditor balances.

● Ensure transactions are posted in the correct accounting period.

● File and maintain complete electronic and physical supporting documentation.

C. Payment Preparation and Control

● Maintain an updated schedule of supplier invoices due for payment.

● Prepare payment requests and payment schedules based on approved invoices and agreed payment terms.

● Ensure all payment requests are supported by the necessary documentation and approvals.

● Prepare payment batches, bank upload files or payment instructions for review and authorization by designated officers.

● Verify supplier bank details against approved records and ensure changes are independently validated.

● Track approved payments and update supplier accounts once payments are confirmed.

● Escalate overdue invoices, disputed balances and urgent payment obligations to the supervisor.

● Ensure that no payment is made without the required authorization.

D. Supplier Reconciliation and Account Maintenance

● Reconcile supplier statements against the company’s accounts payable ledger.

● Investigate and resolve differences, missing invoices, unallocated payments and credit notes.

● Follow up with suppliers and relevant departments to resolve outstanding queries.

● Maintain an accurate and current supplier master file.

● Monitor supplier advances, deposits and unapplied payments, where applicable.

E. Month-End and Periodic Reporting

● Prepare monthly accounts payable ageing reports.

● Prepare schedules of outstanding invoices, overdue creditors and upcoming payment obligations.

● Identify invoices received but not yet posted and notify the supervisor of potential month-end accruals.

● Support month-end and year-end account closures.

● Provide supplier balances and supporting schedules for internal and external audits.

● Respond promptly to audit queries and provide complete supporting documentation.

F. Compliance and Internal Controls

● Comply with the company’s financial policies, procurement procedures, approval limits and payment controls.

● Ensure segregation of duties between invoice processing, payment preparation, payment authorization and bank reconciliation.

● Maintain confidentiality of supplier, banking and financial information.

● Report suspected duplicate payments, fraudulent invoices, unauthorized commitments and other irregularities.

● Support the implementation and use of the company’s accounting and financial management systems.

Requirements

Qualifications and Experience

● Diploma or degree in Accounting, Finance or a related field.

● CPA Part I or equivalent professional accounting qualification is an advantage.

● At least two years of relevant experience in accounts payable or general accounting.

● Practical experience using Zoho Books accounting software.

● Good knowledge of supplier reconciliations, invoice processing, payment controls and basic taxation requirements.

4. Required Competencies

● High integrity and attention to detail.

● Strong numerical and analytical skills.

● Good organization and time management.

● Ability to meet strict reporting and payment deadlines.

● Good communication and supplier relationship management skills.

● Confidentiality and sound financial judgment.

● Ability to identify errors, investigate discrepancies and escalate risks promptly.

Authority and Accountability

The Accounts Assistant – Accounts Payable is authorized to process and post properly approved invoices, prepare payment schedules and follow up on outstanding supplier documentation within delegated responsibilities.

The position does not independently authorize payments, approve its own invoices, change supplier banking details without independent verification, or override established financial controls.

Overall accountability: To maintain accurate, complete and up-to-date accounts payable records and ensure that all supplier payment obligations are processed efficiently, transparently and in accordance with company’s financial policies.