Accounts Assistant - Payables

Role Overview

This role manages the day-to-day accounts payable cycle, from checking and recording supplier invoices to preparing payment documentation and keeping supplier balances accurate. By maintaining reliable records, resolving discrepancies promptly, and monitoring upcoming obligations, the Accounts Payables professional helps the finance team meet payment deadlines, support cash planning, and maintain audit-ready accounts.

Key Responsibilities

• Review incoming invoices for required supplier, tax, approval, and supporting information; compare charges against purchase orders or quotations and evidence of goods or services received, and raise any exceptions for follow-up.
• Record invoices in QuickBooks or the relevant ERP system with accurate supplier, account, project or cost-centre, and tax coding, while monitoring entries against posting cut-offs.
• Keep invoice, payment, aging, supplier-reconciliation, and budget trackers current, linking entries to invoices, approvals, payment evidence, and other supporting records.
• Assemble payment packs and draft payment schedules using due dates, priorities, and approved budgets; submit them for review and track approvals and payment completion.
• Help process routine supplier and operating payments, including utilities, fuel, airtime, and transport-related top-ups, and record approved petty cash transactions with complete receipts and reconciliations.
• Request supplier statements, reconcile balances, allocate payments to the correct invoices, clear advances where applicable, and coordinate with suppliers and internal teams to resolve missing documents or disputed amounts.
• Maintain supplier records and organised electronic and physical files, following approval controls and change procedures to support accurate processing and audit readiness.
• Assist with month-end payables activities, audit requests, accrual support, process-control improvements, and weekly reporting on upcoming payments, overdue items, disputes, and cash needs.

Requirements & Qualifications

• Diploma or degree in Commerce, Finance, Business Management, Business Administration, or a related discipline.
• CPA II or higher, ACCA, or an equivalent professional qualification.
• One to three years of experience in accounts payable or a comparable finance role.
• Practical experience processing invoices, preparing payments, reconciling supplier accounts, and maintaining accurate financial records.
• Exposure to budget controls, audit support, and basic VAT or withholding tax requirements where applicable.
• Strong attention to detail, sound record-keeping habits, and the ability to follow approval procedures and pursue outstanding issues with relevant stakeholders.