Job Description

Value Logistics Vacancies – Accounts Payable Officer

The Accounts Payable Officer is responsible for managing the full accounts payable function, ensuring the accurate and timely processing of supplier invoices, reconciliations, and payments. The role supports strong financial controls, compliance with VAT regulations, and effective collaboration with internal teams and external suppliers to ensure smooth financial operations.

Key Responsibilities

Supplier Invoice Processing and Payments

• Reconcile all supplier invoices and ensure all charges are accurately verified and recovered where applicable
• Capture supplier invoices into the Ship Shape system accurately and timeously
• Process daily payments and ensure all payments are made within required deadlines
• Verify that original supplier invoices are received and correctly recorded
• Ensure all invoice details comply with VAT and internal financial requirements
• Confirm that invoice charges align with agreed contractual rates
• Reconcile transporter invoices and verify supporting proof of deliveries (PODs) before payment processing
• Distribute PODs to controllers for proper filing and verification
• Ensure all shipment-related profits are correctly cleared in Ship Shape and escalate uncertainties to management
• Record early or pre-shipment payments in the system remarks section where applicable
• Ensure all transactions are recorded in the correct accounting period

Creditors Reconciliation

• Reconcile supplier statements weekly and monthly against internal records
• Ensure all balances match between Ship Shape and Embrace systems
• Prepare and complete pre-payment checks before processing any transactions
• Arrange and process COD payments twice daily and provide proof of payment to relevant stakeholders
• Submit all supporting documentation for scanning and archiving on a monthly basis
• Ensure all scanned documents are accurately filed for audit purposes

SARS and Regulatory Payments

• Ensure SARS statements are received and reconciled on time
• Match SARS records against Ship Shape and Embrace systems
• Process and verify payments in line with customs requirements
• Submit proof of payment to relevant customs authorities
• Ensure strict adherence to monthly deadlines, including annual 13th payment obligations
• Reconcile and process all cross-border (Over Border) payments accurately and timeously

Purchase Orders and Documentation

• Process purchase orders in the Embrace system
• Ensure all supplier statements are reconciled and balances are accurate
• Verify that all purchase orders are approved and supported with required documentation
• Ensure proper filing and tracking of all shipment-related documents

Filing and Records Management

• Ensure shipment files are accurately prepared and submitted for scanning
• Maintain proper filing systems by transport mode and category
• Provide weekly updates on filing status and documentation completion

General Responsibilities

• Maintain a professional and ethical standard of conduct at all times
• Support operational and financial functions as required by the business

Minimum Requirements

• Grade 12 (Matric)
• Minimum of 5 years’ experience in a similar accounts payable or finance role
• Proficiency in Microsoft Office Suite
• Experience with ERP and accounting systems (Ship Shape and Embrace advantageous)

Skills and Competencies

• Strong accounts payable and reconciliation skills
• High proficiency in financial systems and ERP software
• Excellent attention to detail and accuracy
• Strong problem-solving abilities
• Good verbal and written communication skills
• Ability to work under pressure and meet strict deadlines
• Strong organisational and time management skills

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