Accounts Payable Supervisor

Main Duties & Key Result Areas

Leadership & Team Management

• Lead and inspire a team of Accounts Payable Clerks to achieve departmental goals and meet performance expectations.
• Foster a positive, results-driven work environment that supports team success and accountability.

Employee Development

• Support monthly performance reviews for Accounts Payable Clerks.
• Ensure team members consistently strive to meet Key Performance Indicators (KPIs) set by management.
• Provide onboarding, training, and ongoing support for new team members.

Invoice Processing

• Ensure the timely and accurate capturing of invoices and credit notes in Pastel/Syspro.
• Assist with processing activities as needed to meet deadlines and maintain workflow efficiency.
• Regularly review open Goods Receipt Notes (GRNs), reporting on and adjusting GRNs prior to processing cut-offs.

Supplier Account Management

• Monitor and maintain supplier accounts, ensuring the supplier age analysis reflects good standing.
• Maintain a current percentage of 80% or higher in age analysis.
• Ensure payment terms are adhered to, and promptly address any discrepancies with suppliers.

Account Queries

• Minimize account-related queries by providing support and guidance to clerks.
• Analyse recurring issues and provide regular feedback on resolutions.
• Actively assist in resolving aged or outstanding queries in a timely manner.

Supplier Reconciliations

• Review all supplier reconciliations before submission to Managers or Directors.
• Support clerks with the reconciliation process as necessary to ensure accuracy and completeness.

Reporting & Analysis

• Compile accurate weekly and monthly reports as requested by management.
• Maintain and update internal trackers and databases to reflect real-time data and insights.
• Assist with cash flow forecasting and overall financial planning support.

Ad Hoc Duties

• Execute general ad hoc tasks as assigned by management.
• Perform any other duties required to support the needs of the business.
• Be flexible and responsive to the evolving nature of the role and organisational needs.

General Responsibilities

• Carry out additional tasks as assigned by your manager or director, based on the needs of the role and your experience.
• Uphold all Health and Safety protocols, ensuring your own well-being and that of your colleagues.
• Maintain strict confidentiality regarding all sensitive or proprietary information.
• Follow all company policies, procedures, and compliance guidelines as outlined by the company.
• Embrace flexibility in a dynamic work environment by supporting a wide range of business functions as needed.
• Foster an inclusive and supportive workplace that values diversity, equity, and mutual respect.
• Take ownership of your professional growth by pursuing continuous learning and upskilling opportunities.
• Actively engage in relevant training, certification, and educational initiatives that contribute to personal and organisational development, particularly within the evolving import/export industry.

Preferred Skills

• Leadership & Team Management: Proven ability to lead, develop, and motivate high-performing teams.
• Communication & Interpersonal Skills: Strong communicator, effective across all organizational levels.
• Team Collaboration: Works well in cross-functional teams to drive efficiency and shared goals.
• Emotional Intelligence: Understands and manages emotions professionally and empathetically.
• Work Ethic & Accountability: Delivers consistent, high-quality results with a proactive attitude.
• Organizational & Analytical Abilities: Skilled in prioritizing, analyzing data, and problem-solving.
• Attention to Detail: Maintains accuracy and quality in financial work and reporting.
• Deadline & Pressure Management: Performs effectively under time constraints and high-volume periods.
• Multitasking & Time Management: Handles multiple responsibilities efficiently and on time.
• High Workload Capacity: Capable of processing large volumes without compromising accuracy.
• Procedure Compliance: Follows instructions and adheres to SOPs and company policies consistently.

Qualifications & Experience

• Matric (Grade 12) with a tertiary qualification in Accounting, Finance, or a related field.

• Over 5 years of accounts payable experience, with a strong record in transaction processing and account management.
• Minimum of 2 years in a supervisory or managerial role overseeing an AP team.
• Advantageous: Experience with clearing agents and understanding of import/export and customs processes.

• Proficient in accounting software (e.g., Syspro, Pastel).
• Solid understanding of accounting principles, internal controls, and financial reporting standards.
• Intermediate to advanced Microsoft Excel skills (VLOOKUP/XLOOKUP, Pivot Tables, etc.).
• Skilled in managing email communication using Microsoft Outlook or similar platforms.

• Experienced in reviewing and reconciling general ledger accounts.
• Familiarity with multi-currency environments and currency conversion is a plus.