Accounts Payable (AP) Specialist

The Accounts Payable (AP) Specialist is responsible for ensuring accurate, timely, and compliant processing of vendor invoices, payments, and dispute resolution. This role works closely with internal requisitioners, approvers, and vendors to maintain strong control over payables, support cash flow management, and ensure reliable supplier relationships.

Key Responsibilities:

1. Invoice Processing & Payables Operations

• Process vendor invoices accurately and promptly in the accounting system.
• Perform invoice matching against approved Purchase Orders (PO) and supporting documents.
• Identify discrepancies (pricing, quantity, tax, or terms) and request clarification from requisitioners or relevant stakeholders.
• Submit non-PO invoices for approval in accordance with company policies.
• Monitor, manage, and resolve workflow responses and pending approvals.
• Maintain accurate records of supplier transactions and ensure compliance with internal controls and policies.
• Provide timely and accurate information on the status of supplier accounts to support business and management decisions.

2. Payment Processing & Controls

• Generate and review vendor payment proposal lists to ensure accuracy, completeness, and proper authorization.
• Process and manage all payment requests (e.g. bank transfers, cheques, online payments) in line with approved payment schedules.
• Investigate and resolve payment rejections, failed transactions, and remittance issues with banks and vendors.
• Reconcile transitory and clearing payment accounts to ensure balances are accurate and fully supported.
• Ensure payments are executed in accordance with cash management policies and cut-off timelines.

3. Vendor Dispute Management

• Receive, log, and track vendor disputes in a structured manner.
• Coordinate with internal teams (procurement, project teams, finance) to drive timely resolution of disputes.
• Respond to vendor and internal inquiries regarding account balances, invoice status, and payment timelines.
• Verify vendor accounts by reconciling supplier statements against the accounting system and supporting documentation.
• Ensure all dispute resolutions comply with company policies and are properly documented.

Requirements:
• Diploma or Bachelor’s Degree in Accounting, Finance, or a related field.
• Minimum 1–2 years of experience in Accounts Payable or a similar finance role.
• Experience handling PO and non-PO invoice processing.
• Familiarity with ERP/accounting systems and workflow approval processes.
• Strong understanding of basic accounting principles and AP controls.

Skills & Competencies

• High attention to detail and accuracy.
• Strong organizational and time management skills.
• Ability to handle high transaction volumes and meet deadlines.
• Good communication skills to liaise with internal stakeholders and external vendors.
• Problem-solving mindset with the ability to resolve discrepancies and disputes effectively.
• Proficient in Microsoft Excel and accounting systems.