Accounts Payable Administrator

Job Title

Accounts Payable Administrator

Job Grade

4A

Reports to:

Finance Manager

Role Summary

The Accounts Payable administrator is responsible for the Payables function of the Shared Service Accounts department, covering both local and foreign suppliers and all other liabilities. Additionally, to ensure that all legitimate company liabilities are analysed, reconciled, and updated accurately and timely.

Key Tasks & Responsibilities

• Ensure all company liabilities are recorded in a timely manner in accordance with company policy and sound accounting practice – i.e. Check & Input supplier invoices (local & foreign)
• Monitor vendor accounts to ensure accurate liability reflected
• Ensure timely payment of all amounts due to suppliers and employees, utility bills and salary deductions
• Ensure payment schedules are prepared and reviewed by the Finance manager and meet payment terms as per supplier arrangements.
• Maintain records of cheque payments and update file with remittance advice received from suppliers
• Ensure that supplier statements are regularly reconciled - Perform reconciliation functions between supplier statements and QuickBooks. Handle supplier queries on status of accounts
• Distribute processed cheques and oversee the log of disbursement
• Monitor MCIS Advance Vehicle System and ensure timely payments.
• Analysis of other liability accounts in the Balance Sheet
• Audit of petty cash at all locations
• Bank reconciliation of account as per Finance manager’s guidance
• Process and update all bank loan transactions 
• Safeguard confidentiality of sensitive data and facilitate dissemination of appropriate information
• Liaise with other section heads to ensure smooth workflows in the department
• Filing of all payable’s documents
• Any other duty as required

Qualifications & Experience

Qualifications/Experience

• Degree in Business Administration and/or ACCA level 2
• A minimum of 3 years’ experience in the payable function.

Skills & Knowledge

• Knowledge of good accounting practices
• Computer literate, skilled in QuickBooks, Great Plain, and Microsoft applications
• Sound internal control systems.
• Effective communicator both orally and written.
• Conversant with company’s operation. Good written and oral communications.

Personal Capabilities

• Self-motivated
• Able to work on own initiative
• Results oriented
• Organized
• Team Oriented
• Resourceful
• Confidential & Tactful
• Able to meet deadlines without compromising quality