Account Payables Officer

Summary:

The Payables Officer is responsible for managing the accounts payable function, ensuring timely and accurate processing of invoices, vendor payments, and expense reimbursements. This role requires meticulous attention to detail and adherence to financial policies.

Key Responsibilities:

• Process invoices, expense reports, and payment requests accurately and timely.

· Verify the accuracy of invoices, ensuring proper authorization and supporting documentation.

· Seek and confirm necessary approvals for all invoices and payments.

· Reconcile vendor statements, investigating and resolving all discrepancies promptly.

· Perform regular bank reconciliations for accounts payable related transactions.

· Conduct general ledger reconciliations to ensure accurate financial reporting.

· Prepare and process electronic payments (wire transfer) and checks efficiently.

· Execute secure bank transfers and issue physical cheques for approved disbursements.

· Maintain accurate, organized accounts payable records and vendor files.

· Respond to vendor inquiries, resolving payment issues and fostering good relationships.

· Assist with month-end and year-end closing activities related to accounts payable.

· Ensure strict compliance with university financial policies and disbursement procedures.

· Communicate effectively with various university departments regarding payment status.

· Liaise with individual staff members for expense report clarifications and approvals.

· Coordinate with Deans and department heads on budget allocations and large purchases.

· Collaborate with academic coordinators on program-specific vendor payments.

· Work closely with the Purchasing Department on purchase orders and vendor contracts.

· Provide guidance to departments on accounts payable policies and best practices.

· Address payment-related queries from internal stakeholders promptly and professionally.

· Review and process employee expense reimbursements in accordance with policy.

· Manage vendor master data, ensuring accuracy and completeness of information.

· Identify opportunities for process improvements in accounts payable workflows.

· Participate in training sessions to stay updated on financial regulations and systems.

· Prepare various accounts payable reports for management review and analysis.

· Generate and analyse documents ageing reports to manage outstanding liabilities.

· Prepare and submit VAT number reports, ensuring compliance with regulations.

Requirements:

• Bachelor’s Degree in Accounting, Finance, or a related field.
• 2–4 years of hands-on experience in Accounts Payable or financial accounting (academic setting preferred).
• 100% proficiency in 3-way matching, invoice processing, expense reimbursements, and general ledger coding.
• Hands-on experience with ERP financial systems (e.g., Banner, Oracle, SAP) and corporate online banking platforms.
• Intermediate-to-advanced MS Excel skills (VLOOKUP/XLOOKUP, Pivot Tables, aging analysis).
• Solid knowledge of local Value Added Tax (VAT) regulations, VAT invoice verification, and report preparation.
• Proven track record in vendor statement reconciliations, bank reconciliations, and resolving discrepancies promptly.
• Strong communication skills to coordinate effectively across departments (Deans, Directors, Purchasing) and external vendors.
• High accuracy and attention to detail in data entry, payment authorizations, and maintaining audit trails.
• Strict adherence to internal controls, approval matrices, and university financial policies.

Job Types: Full-time, Contract

Work Location: In person