Accounts Payables Clerk

ROLE PROFILE: ACCOUNTS PAYABLES CLERK – SINAPIS INVESTMENT HOLDINGS
1. Role Identification
Job Title: Accounts Payables Officer
Department: Finance
Reports To: Finance Officer
Location: Harare
Direct Reports: None
2. Role Purpose
To manage the accurate, timely and controlled processing of supplier invoices and payments while maintaining complete creditor records, performing supplier reconciliations, supporting cash-flow management and maintaining positive supplier relationships.

3. Key Responsibilities
Invoice Processing and Verification
* Receive, register and verify supplier invoices and supporting documents.
* Match invoices against purchase orders, goods received vouchers and approved delivery documentation.
* Confirm invoice accuracy, appropriate authorisation, correct pricing and applicable taxes.
* Follow up on incomplete, disputed or unapproved invoices.
* Capture approved invoices accurately and promptly in the accounting system.
* Prevent duplicate, unsupported or unauthorised invoice processing.

Supplier Payments
* Prepare supplier payment schedules in line with approved credit terms and cash-flow plans.
* Ensure all payments are supported by complete and approved documentation.
* Verify supplier banking details before processing payments.
* Prioritise electronic payments and minimise cash transactions.
* Submit payment batches for review and approval within established timelines.
* Allocate payments accurately to the relevant supplier accounts and invoices.
* Issue remittance advice to suppliers following payment.

Creditors Reconciliations
* Reconcile supplier statements to the creditor’s ledger every month.
* Investigate and resolve discrepancies, unallocated payments, credit notes and outstanding invoices.
* Follow up on long-outstanding reconciling items.
* Ensure all creditor reconciliations are completed and reviewed before the monthly reporting deadline.
* Maintain accurate and complete supplier account records.

Supplier and Credit-Term Management
* Maintain professional relationships with suppliers and respond promptly to account queries.
* Monitor payment due dates and ensure obligations are settled according to agreed terms.
* Identify and support the utilisation of beneficial early-payment discounts, subject to approval and cash availability.
* Escalate overdue accounts, disputed invoices and potential supply interruptions promptly.
* Support the effective management of Days Payable Outstanding without compromising supplier relationships.

Controls, Compliance and Record Management
* Maintain complete and orderly electronic and physical accounts payable records.
* Ensure compliance with delegated authority limits, procurement procedures and payment controls.
* Support internal and external audits by providing requested schedules and supporting documentation.
* Protect confidential supplier, banking and financial information.
* Identify and report suspected duplicate invoices, irregular transactions or fraudulent payment instructions.
* Support month-end and year-end financial close processes.

Reporting and Process Improvement
* Prepare periodic accounts payable reports and ageing analyses.
* Track outstanding invoices, upcoming payments, creditor balances and unresolved queries.
* Identify payment-processing bottlenecks and recommend corrective action.
* Support the automation of invoice processing, approvals and supplier payments.
* Provide accurate accounts payable information for cash-flow forecasting and management reporting.

ADDITIONAL JOB ADVERTISEMENT DETAILS
Basic Salary: $600
STRICTLY PEOPLE WITH ACCOUNTS PAYABLE (AP) EXPERIENCE COVERING:
* Detailed creditor reconciliations for companies across multiple industries.
* Scheduling payments in line with credit terms.
* AP revaluations.
* GL to subledger balancing.

• Receive, register and verify supplier invoices and supporting documents
• Match invoices against purchase orders, goods received vouchers and approved delivery documentation
• Confirm invoice accuracy, appropriate authorisation, correct pricing and applicable taxes
• Follow up on incomplete, disputed or unapproved invoices
• Capture approved invoices accurately and promptly in the accounting system
• Prevent duplicate, unsupported or unauthorised invoice processing
• Prepare supplier payment schedules in line with approved credit terms and cash-flow plans
• Ensure all payments are supported by complete and approved documentation
• Verify supplier banking details before processing payments
• Prioritise electronic payments and minimise cash transactions
• Submit payment batches for review and approval within established timelines
• Allocate payments accurately to the relevant supplier accounts and invoices
• Issue remittance advice to suppliers following payment
• Reconcile supplier statements to the creditor’s ledger every month
• Investigate and resolve discrepancies, unallocated payments, credit notes and outstanding invoices
• Follow up on long-outstanding reconciling items
• Ensure all creditor reconciliations are completed and reviewed before the monthly reporting deadline
• Maintain accurate and complete supplier account records
• Maintain professional relationships with suppliers and respond promptly to account queries
• Monitor payment due dates and ensure obligations are settled according to agreed terms
• Identify and support the utilisation of beneficial early-payment discounts, subject to approval and cash availability
• Escalate overdue accounts, disputed invoices and potential supply interruptions promptly
• Support the effective management of Days Payable Outstanding without compromising supplier relationships
• Maintain complete and orderly electronic and physical accounts payable records
• Ensure compliance with delegated authority limits, procurement procedures and payment controls
• Support internal and external audits by providing requested schedules and supporting documentation
• Protect confidential supplier, banking and financial information
• Identify and report suspected duplicate invoices, irregular transactions or fraudulent payment instructions
• Support month-end and year-end financial close processes
• Prepare periodic accounts payable reports and ageing analyses
• Track outstanding invoices, upcoming payments, creditor balances and unresolved queries
• Identify payment-processing bottlenecks and recommend corrective action
• Support the automation of invoice processing, approvals and supplier payments
• Provide accurate accounts payable information for cash-flow forecasting and management reporting

• Diploma or degree in Accounting, Finance, Business Administration or a related discipline
• Studying towards a recognised professional accounting qualification would be an advantage
• At least two years’ relevant experience in accounts payable, creditors administration or a similar finance role
• Experience using accounting or enterprise resource planning systems
• Proficiency in Microsoft Excel and other Microsoft Office applications
• Working knowledge of creditor reconciliations, invoice processing, taxation and payment controls
• Detailed creditor reconciliations for companies across multiple industries
• Scheduling payments in line with credit terms
• AP revaluations
• GL to subledger balancing