Payables Accountant at Penda Health

PURPOSE AND SCOPE

• The Payables Accountant at Penda Health will be responsible for maintaining accurate and timely account payable records in compliance with the organization's financial policies and procedures. They will process vendor invoices, reconcile accounts payable transactions, and support financial reporting and audit services. The Payables Accountant will drive process improvements to enhance efficiency, control, and reporting accuracy. They will work cross-functionally to resolve discrepancies, manage supplier relationships, and optimize the payables cycle.
• Reports to: Treasury Accountant

KEY RESPONSIBILITIES
Culture

• Models being a reliable and consistent teammate, appreciating colleagues efforts in accomplishing Penda's goals.
• Demonstrates commitment to Penda's mission by actively supporting and collaborating with other teams across the organization.
• Openly debates with peers on constructive ways to resolve issues and improve existing processes.
• Handles conflict and feedback constructively, fostering a culture of open dialogue and cooperation.
• Provides collaborative support in achieving periodic projects within the Treasury and Payables department.

Accounts Payable Processing

• Ensure timely and accurate posting of invoices into Xero, confirming all invoices received during the week are posted by end of the same week.
• Ensure all bills posted adhere to the three-way matching principle and verify against the warehouse tool.
• Follow up on any missing invoices and credit notes by the 20th of each month.
• Support the junior payables accountant in preparation of the weekly payment list.
• Allocate all payments in the accounting system the day after processing and circulate remittance advice to suppliers.

Supplier Account Management

• Maintain updated supplier accounts reconciled monthly by the 30th against supplier statements.
• Close out all outstanding reconciling items monthly in discussion with the Lead Payables Accountant.
• Request supplier statements monthly by the 5th of the following month.
• Update urgent payment lists with payment status to enable procurement visibility.
• Resolve incoming queries on assigned supplier accounts professionally and within the week raised.
• Build and maintain strong relationships with supplier contact representatives.

Financial Reporting

• Ensure all invoices are captured in the system by the 6th of the month for monthly management accounts.
• Update the accrual tracker and listing after carrying out monthly accrual reconciliations.
• Ensure the vendor aging report is up to date at end of each period closure.
• Ensure expenses are recorded in line with budget guidelines and allocated to correct account lines and departments.
• Reconcile the credit card by the 6th of every month and perform ledger reconciliations for accruals, credit card, withholding tax and other payables accounts.

 Inventory Reconciliation

• Collaborate with the Inventory Accountant during month-end close to resolve inventory discrepancies and post or follow up on invoices and credit notes.
• Ensure all concerns raised during inventory reconciliation are resolved within one day to enable timely reconciliation.

EDUCATION & QUALIFICATIONS

• Bachelor’s degree in business management, Finance & Accounting.
• Relevant professional qualification (ACCA/CPA section IV)
• At least 3 years work experience in payables management in a busy work environment preferably in the health industry.
• Distinctly self-motivated and capable of handling multiple tasks without compromising on quality.
• Good technical acumen especially in MS office and Google Workspace.
• Team player with the ability to effectively communicate and collaborate with multiple parties.
• Solid understanding of basic accounting and accounting payable principles.
• A fast learner with the ability to prioritize, manage and follow projects/tasks through to completion.
• Experience in performing and participating in billing, accounts payable analysis and reconciliation with good understanding of procurement processes.
• Highly organized, analytical, detail oriented with strong time management skills.