Accounts Payable Officer – Vendor Payments

Role Purpose:

The role makes sure vendor payments are accurate, supported by the right documents and paid on time. It

manages the full cycle from LPO/PO through GRN and invoice to payment. It keeps vendor ledgers clean and

reconciled, and it coordinates between Procurement, Finance and vendors to resolve discrepancies and payment queries.

Key Responsibilities

1. Invoice Processing and Verification

• Receive, review and log vendor invoices.

• Carry out a three-way match of each invoice against the LPO/PO and GRN.

• Identify and resolve discrepancies in pricing, quantities, tax or missing documents before an

invoice is approved for payment.

• Assign the correct GL codes and cost centres to each invoice.

2. Vendor Payments

• Prepare payment schedules in line with agreed credit terms and approval limits.

• Track payment status and follow up internal approvals so payments are not delayed.

• Make sure withholding tax and other statutory deductions are applied correctly.

3. Vendor Ledger Management and Reconciliation

• Maintain accurate vendor ledgers in the ERP/SAP system.

• Reconcile vendor statements against the ledgers monthly and clear any unreconciled items.

• Prepare the AP ageing report and flag overdue or disputed balances.

4. Coordination and Stakeholder Management

• Act as the main contact for vendors on payment queries.

• Follow up with Procurement and Stores on missing POs, GRNs or approvals.

• Escalate recurring process gaps to the Finance Manager.

5. Compliance and Controls

• Make sure every payment complies with the P2P policy, delegation of authority and internal

controls.

• Keep complete payment files so they are ready for audit.

• Support month-end closing and both internal and external audits.

Minimum Qualifications:

• Bachelor's degree in Accounting, Finance, Commerce, Procurement or a

related field.

• A professional qualification such as CPA or ACCA (part or full) is an

added advantage.

• At least 4 years' experience in accounts payable, vendor payments or

general accounting.

Skills

• Experience with ERP/SAP and procurement processes is an advantage.

• Solid working knowledge of accounting principles, GL codes,

payables and vendor ledgers.

• Good understanding of the LPO/PO → GRN → invoice →

payment cycle.

• Proficient in MS Excel, including formulas, filtering, sorting and

reconciliations.

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