Purchasing & Accounts Payable Assistant

JOB NAME Purchasing & Accounts Payable Assistant

JOB PURPOSE The Purchasing & Accounts Payable Assistant provides vital transactional, administrative, and analytical support across both the supply chain and local finance functions. Operating within a hybrid framework, this role serves as the primary anchor for order replenishment, costing, order tracking, and supplier invoice reconciliations, ensuring seamless execution of the local Procure-to-Pay (P2P) cycle.

JOB GROUP Line Staff

DEPARTMENT/SECTION Finance Division

PROFESSIONAL DEPENDENCIES Formal superior: Senior Manager - Accounts and Control/ General Manager Subordinate: N/A

AUTHORIZATION LEVEL Position-specific access to company data

TASK DESCRIPTION

• Procurement Support & Data Integrity (75% of Core Workload)
• Order & Document Management: Process routine replenishment orders and purchase orders accurately within designated timelines. Track supplier delivery statuses and compile full shipping documentation profiles for customs entry.
• Data Integrity & ERP Maintenance: Own the daily maintenance and accuracy of ERP master data under the Lead's guidance, ensuring all new SKUs, vendor terms, and contract pricing layers are updated instantly.
• System Receiving & Claims: Execute the final transactional receiving of stock into the ERP system upon warehouse delivery validation. Track and manage claims processing for shipment variances, shortages, or damages.
• Operational & Launch Support: Prepare pro-forma costing sheets based on fluctuating freight rates and vendor inputs. Assist the Lead in coordinating with retail stores to distribute updated pricing sheets and product launch timelines.
• Accounts Payable & Financial Reconciliation (25% of Core Workload)
• Three-Way Match Verification: Receive, log, and audit all incoming supplier invoices by performing a rigorous three-way match against original Purchase Orders and verified physical receiving logs.
• Voucher Preparation: Compile matched invoice batches, resolve cost discrepancies with vendors, and prepare verified payment vouchers for submission to the Senior Manager – Accounts & Administration.
• Vendor Statement Reconciliation: Monitor local and international supplier ledgers; conduct monthly statement reconciliations to secure open credits, rectify overcharges, and maintain favorable vendor relationships.
• Month-End & Compliance Audit Support: Assist the administration team with month-end closing tasks related to outstanding payables and inventory valuation. Maintain an organized, audit-ready digital repository of customs receipts, invoices, and purchase records.
• Business Continuity: Maintain comprehensive cross-training to provide dependable first-line coverage of essential purchasing operations during the Lead's absence.

TOOLS AND EQUIPMENT Access to the internal IT system within the position-specific permission level Access to office equipment

WORKING CONDITIONS Occasional business meetings Office work

QUALIFICATIONS

• Minimum level of education: Associate Degree
• 1- 3 years of experience in procurement support, accounts payable, or a blended administrative/ bookkeeping environ handling high-volume inventory files.
• Knowledge of Microsoft Office applications is necessary. Strong proficiency in Microsoft Excel required for data entry, formulaic cross-referencing, and spreadsheet reconciliations.
• A working knowledge of a fully integrated computerized system.
• Audit experience would be an asset.
• Good analytical skills.
• Excellent written and oral communication skills. Comfortable interacting daily with logistics partners, internal departments, and corporate shared devices.
• High attention to detail, strong organizational habits, and absolute discretion necessary to handle proprietary financial and cost data safely. An attractive remuneration package, inclusive of medical insurance and bonus incentives, will be offered to the successful candidates.