Accounts Payable Supervisor

The primary function of this role is to effectively manage the Accounts Payable unit, overseeing invoice processing, payment management, and vendor account maintenance in alignment with credit terms.

JOB PURPOSE

The primary function of this role is to effectively manage the Accounts Payable unit, overseeing invoice processing, payment management, and vendor account maintenance in alignment with credit terms. It is crucial to uphold the organization’s standards by maintaining confidentiality and fostering strong supplier relationships through exceptional customer service.

PRINCIPAL ACCOUNTABILITIES

(a) Oversee all aspects of the accounts payable function, ensuring that purchase orders, invoices, and receipts for goods and services are accurately matched and processed in accordance with company policies. Resolve discrepancies prior to processing.

(b) Prepare cheques, wire transfers, ACH, and letter payments for vendors based on credit terms

(c) Reconcile accounts payable transactions, approve and post journal entry adjustments to the general ledger. Ensure accurate recording of invoices, credit notes, and payments within respective GL accounts.

(d) Generate weekly and monthly financial reports detailing the status of accounts payable.

DUTIES AND RESPONSIBILITIES

(a) Review and submit payment schedules, including weekly cash flow, local and foreign suppliers, for approval in cash flow meetings.
(b) Ensure timely and accurate recording of cheque, wire transfer, ACH, letter, and credit card payments.
(c) Maintain the monthly payment register and monitor scheduled payments.
(d) Prepare journals and process payments for intercompany accounts.
(e) Reconcile vendor statements and address vendor inquiries effectively.
(f) Review and record the monthly diesel consumption report.
(g) Manage petty cash and approve reimbursements.
(h) Review monthly expense schedules, credit card expense analysis, and reconcile bank accounts to ensure accuracy and timely posting of entries.
(i) Prepare supporting schedules for financial statements and assist with management reports.
(j) Maintain records in accordance with the company’s document retention policies, ensuring accurate filing and easy retrieval of electronic and physical documents.
(k) Review weekly reports, including purchase order tracking, and follow up with the procurement department on outstanding orders.
(l) Ensure timely recording of payments in their respective bank accounts.
(m) Prepare audit schedules in alignment with the established timetable.
(n) Update daily exchange rates in the accounting system.
(o) Prepare weekly payroll journals.
(p) Perform additional duties as assigned.

QUALIFICATIONS, KNOWLEDGE, AND EXPERIENCE

(a) ACCA Level 2 or equivalent.
(b) Proficiency in relevant accounting software.
(c) Experience with SAP or other ERP systems.
(d) Advanced proficiency in Excel and Microsoft Office Suite.
(e) 5-8 years of experience in accounts payable and general accounting.
(f) Strong understanding of business processes and general accounting procedures.
(g) Competence in data entry and financial record management.