Summary

The Accounts Payable (AP) Accountant is responsible for processing supplier invoices, ensuring accuracy and compliance with contracts or purchase orders, and maintaining organized payment records. This role requires effective communication with internal departments and external suppliers to gather necessary documentation and resolve discrepancies. The AP Accountant also manages bank prepayments, payment orders, and supports the team with additional tasks as assigned by senior accounting staff.

Key Responsibilities

1. Invoice Processing: Receive and review invoices from suppliers, ensuring accuracy and compliance with purchase orders or contract terms. Verify all required backups (e.g., delivery notes, purchase orders, contracts) before processing invoices. Post approved invoices promptly and accurately into the SUN accounting system.
2. Document Verification and Communication: Collaborate with relevant departments to collect necessary information and documents for invoice processing. Address and resolve discrepancies with suppliers and internal stakeholders efficiently.
3. Customs and Prepayment Management: Prepare customs declaration files for imported goods. Compile and maintain a prepayment file to ensure timely closure of advance payments made to foreign suppliers for materials and services. Communicate regularly with freight forwarders, customs authorities, and bank representatives.
4. Payment Processing: Prepare payment orders in internet banking for supplier payments. Ensure payments are executed accurately and within agreed timelines.
5. Recordkeeping and Archiving: Archive and scan paid invoices along with their supporting documents for recordkeeping. Maintain an organized and easily accessible filing system for all processed invoices.
6. Team Collaboration and Support: Assist in preparing reports or documentation as required by the Snr. Accountant, Deputy Chief Accountant, or Chief Accountant. Perform additional accounting and administrative tasks as assigned.

Qualifications and Skills

• Education: Bachelor degree, a professional certification (e.g., CIMA, ACCA) is a plus.
• Experience: At least 1-2 years of experience in accounts payable or a similar role is preferred.
• Knowledge: Familiarity with accounting systems (experience in SUN Systems, SAP, 1C is an advantage). Basic understanding of procurement processes, contracts, and customs requirements.
• Skills: Strong attention to detail and accuracy in processing financial transactions. Effective communication and interpersonal skills. Ability to organize and prioritize tasks to meet deadlines. Proficiency in MS Office, particularly Excel.

Reporting Structure

The Accounts Payable Accountant reports directly to the Snr. Accountant and works closely with the Deputy Chief Accountant, Chief Accountant, and other members of the FA team.