Accounts Assistant (Accounts Payables) at Sphinx Pharmaceutical Limited

Supervise: None / Interns (As & When Required)

Job Summary: Working closely with the Head of Finance ensure that accounts Payables are managed in line with financial processes and procedures.

Main Duties and Responsibilities

• Reconciling supplier accounts for any reconciling items/transactions to get the correct and updated statement.
• Reconciling customer balances as per individual listing and control accounts.
• Prepare schedules for internal and external auditors as required and ensure QMS and financial audit queries are addressed and closed out within the agreed time frames.
• Audit Suppliers’ invoices and ensure the system is up-to-date.
• Clear all outstanding reconciliation items within the month including other non-trade Payables.
• Maintain accounts Payables files, manage Suppliers files, correspond with suppliers on missing documentation, investigate, and resolve queries and process approved adjustments.
• Reconcile expenses, prepare analysis of accounts and present management reports (aged creditors, payments reconciliations,) and ensure that all suppliers Remittance are prepared by the 30th of every month.
• Monitor Supplier account details for non payments, delayed payments and other irregularities.
• Maintain a system of policies and procedures that impose an effective level of control over creditors activities.
• Ensure that proper cash controls are adhered to as per company policies and control procedures.
• Receipt of suppliers bills, verification and request for approval. Posting and filing the approved invoice voucher in outstanding/unpaid invoice file.
• Analyze all company costs Comparing with the budget costs and escalating to the Chief Accountant for course of further action.
• Posting cheques in the system while ensuring correctness of the information.
• Report on Aged Payables plus other ad hoc reporting where applicable.
• Any other responsibility as may be assigned from time to time.

Key Performance Indicators

• Timely reconciliation and release of remittance advice by 30th of the every month
• Accurate and up-to-date information on Supplier accounts
• Ensure Supplier complaints on account matters are recorded and sorted out in 48 working hours.
• Accounts Payable Turnover
• Ensure timely preparation of Audit schedules and timely response to all audit queries raised.

Required Knowledge, Skills

Academic Qualifications

• Bachelor of Commerce / Accounting or Bachelor of Business Administration degree
• CPA 2
• Proficient in relevant computer applications
• Knowledge of accepted accounting practices and principles

Relevant Experience

• Over three (3) years’ experience in a similar position.