Role purpose: The Accounts Payable (AP) Analyst is responsible for ensuring accurate and timely processing of supplier invoices and payments in accordance with company policies and procedures. This role involves maintaining financial records, managing vendor relationships, resolving discrepancies, and ensuring compliance with internal controls and regulatory requirements. The AP Analyst plays a key part in maintaining the organization’s cash flow, ensuring liabilities are paid on time, and supporting financial reporting by providing accurate accounts payable data.

Key Accountabilities And Decision Ownership

• Invoice Review and Validation:

Ensure all non-PO invoices are accurately reviewed and validated for approval before processing.

Confirm invoices comply with company policies and tax regulations (e.g., VAT, CST, withholding taxes).

• Approval Management:

Follow up to ensure timely approval to avoid payment delays.

• Payment Processing:

Process non-PO payments accurately and timely (manual payments, utilities, rent, one-time vendor services, etc.).

Ensure correct application of payment terms and conditions.

• Reconciliation:

Reconcile non-PO vendor accounts regularly to ensure no outstanding balances or discrepancies. Investigate and resolve any discrepancies between payments and vendor statements.

• Issue Resolution:

Handle vendor queries related to non-PO payments and resolve disputes promptly.

Investigate and correct misapplied payments or duplicate payments.

• Expense Management:

Process non-PO expenses such as employee reimbursements, utilities, and ad-hoc payments.

Ensure proper documentation and approval for each non-PO transaction.

• Audit Support:

Maintain documentation and audit trails for non-PO transactions. Provide required support during internal and external audits.

• Reporting:

Generate and maintain reports on non-PO payments, outstanding non-PO invoices, and reconciliation status.

Core Competencies, Knowledge, And Experience

• Attention to Detail:

Ability to process high volumes of transactions with accuracy and identify discrepancies in invoices and payments.

• Analytical Skills:

Strong problem-solving skills to investigate and resolve discrepancies in invoices, payments, and account reconciliations.

• Time Management:

Ability to manage multiple tasks and deadlines efficiently to ensure timely processing of invoices and payments.

• Knowledge of Accounting Principles:

Strong understanding of accounts payable processes, general ledger, accruals, and reconciliations.

• Vendor Relationship Management:

Ability to build and maintain positive relationships with vendors by resolving disputes and handling queries promptly.

Must Have Technical / Professional Qualifications

• Bachelor’s degree in finance or accounting
• Minimum of two years’ experience in an Accounting and Finance role
• Part or full qualification of ACCA, CA or CIMA is a plus