Accounts Payable Officer

Job purpose

The Accounts Payable Officer is responsible for managing and processing accounts payable transactions to ensure timely payments, accurate financial records, and compliance with organisational financial policies and procedures. The role supports the Finance team in maintaining proper documentation, internal control discipline, and adherence to regulatory and grant requirements.

KEY RESPONSIBILITIES AND ACCOUNTABILITIES

FUNCTIONAL

Project & Process Support

. Process vendor invoices, staff claims, and payment vouchers accurately and on a timely basis.

. Verify completeness of supporting documents and ensure proper approvals in accordance with financial policies.

. Match invoices against purchase orders, contracts, and delivery confirmations where applicable.

. Prepare and process payments (GIRO, bank transfers, cheques).

. Monitor project or programme expenditure to ensure payments are charged to the correct cost centres and funding sources.

. Assist in tracking project budgets and highlight any discrepancies or over-utilisation.

. Maintain proper filing (physical and electronic) of all payment records for audit and reporting purposes.

. Support month-end closing activities, including accounts payable reconciliation.

Administration Support

. Maintain and update vendor master records in the accounting system.

. Liaise with vendors and internal departments to resolve invoice discrepancies or payment queries.

. Assist in coordinating documentation required for internal and external audits.

. Provide administrative support to the Finance team, including document collation and data entry.

. Support implementation of system enhancements or digitalisation initiatives related to finance processes.

. Assist in preparing routine finance reports when required.

Compliance & Finance Support

. Ensure adherence to the organisation's Financial Policies and Procedures.

. Ensure segregation of duties is observed in payment processing.

. Verify that expenditures comply with grant, donor, or regulatory requirements (where applicable).

. Check budget availability prior to processing payments.

. Ensure proper documentation and audit trail for all transactions.

. Support periodic financial reconciliation and review processes.

. Assist in maintaining internal control discipline and identify areas for process improvement.

. Support preparation of documents required for statutory audit and regulatory submissions.

MANAGERIAL

Not applicable

ORGANIZATIONAL

. To participate actively in the fund-raising events as well as any other commitments that Boys Town undertakes.

. To work in close collaboration with other staff, departments and components of Boys Town.

. The Executive Director and or his/her representative may assign you any other duties that are within reason for the operational needs of Boys Town.

. Attention to detail and accuracy

. Accountability and reliability

. Willingness to learn

Organisational skills

. Teamwork and communication

. Integrity and confidentiality awareness

Functional Competencies - Officer

. Organisational

. Technical

. Communication

COMPETENCIES REQUIRED

Average Qualification & Years of Relevant Experience:

. Diploma or Degree in Business Administration, Accounting, Finance or related discipline.

. 1-2 years of working experience.

. Basic understanding of office administration and documentation practices.

. Willingness to learn compliance, internal controls and audit processes.

. Proficient in Microsoft Office (Word, Excel, Outlook).

. Organised, detail-oriented and able to follow procedures accurately.

. Positive attitude, responsible and able to work as part of a team.