Accounts Payable Officer at First Quantum Minerals

Key Duties and Responsibilities:

• Timely review all invoices being posted, ensuring that tax invoices are originals and have Tax Payer Identification Number (TPIN)
• Timely and accurate processing of invoices in Pronto.
• Post all approved Service invoices in Pronto within 48 hours from time of receiving the invoices from the supplier or end users.
• Post all stock invoices in Pronto within 72 hours from the time of receipting the invoices against PO by Warehouse staff.
• Ensure invoices are properly authorized in accordance with levels of authority and allocated to correct Supplier & General Ledger accounts on a daily basis.
• Review all invoices for appropriate documentation and approval prior to payment.
• Obtain supplier statements and reconcile supplier accounts before any payment can be raised.
• Check assigned/advised Supplier POs on invoices and verifies accuracy and status of the advised PO before invoices are captured.
• Pay suppliers by monitoring discount opportunities; verifying PO numbers; scheduling and preparing payments; resolving purchase order, contract, invoice, or payment discrepancies and documentation;
• Ensure purchase order amendments are done before capturing or posting invoices that are over and above the PO value & respond to all supplier inquiries.
• Prioritize invoices according to payment terms and cash discount potentials.
• Assist in month end closing and with other projects as needed.
• Maintain files and documentation thoroughly and accurately, in accordance with company policy and accepted accounting practices
• Obtain Supplier statements and reconcile supplier accounts every quarter (March, June, Sept & Dec) to support quarter end reporting.
• Resolve supplier queries with end users on invoicing issues related to services and make follow up on all reconciling issues.
• Follow up on all debit balances and provide reasons for debit balances on the supplier account
• Process advance payments as received from the commercial department
• Ensure remittance advices are sent to the suppliers after payments have been fully signed off and sent to bank.
• Processes Supplier transactions based on reconciliation of invoices, purchase orders and receiving documents and following up on reconciling items.
• Communicates with Suppliers in reference to purchase orders and invoices to ensure accurate payment to all Suppliers.
• Communicates with other departments to ensure timely and accurate payment to all Suppliers.
• Inform Supply Chain and AP Supervisor within 24 hours of receipt of invoice if there are unit price or quantity mismatches on Stock item invoices. Follow ups should be done to ensure all issues are resolved.
• Optimum record keeping for all accounting documentation and schedules for all transactions and accounts that this position is responsible for.
• Any other duty as assigned by the supervisor

Qualification:

• Must have a G12 Certificate
• Minimum of a Diploma in Accounting, Finance or related discipline.  Degree will be an added advantage
• Fully paid and current member of Zambia Institute of Chartered Accountants

Experience and Skills

• 3+ years of experience in accounts payable
• Ability to use Microsoft productivity software such as Excel and Word
• Knowledge of Pronto EPR is an added advantage

Behavioral Traits:

• Excellent attention to detail, professional attitude, reliable
• Juggle several tasks at once
• Ability to consistently meet all deadlines
• Work in a stressful atmosphere
• Predictable and regular attendance
• Work cooperatively with others
• Deal politely with suppliers
• Strong organizational ability and a self-starter
• Ability to follow standard filing procedures