ESSENTIAL FUNCTIONS AND BASIC DUTIES

1. To perform day-to-day processing of foreign payable accounting transactions. 

•  To receive and verify invoices, purchase orders and receiving documents for incoming foreign inventory and supplies within 1 day of receipt, ensuring that records are accurate and complete and contain appropriate authorization for payment.
•  To apply relevant conversion rate for invoice value and to appropriately record liability/expense for all foreign purchase orders in Accounts Payable database within 1 day of receipt.
• To verify and prepare inventory costing on goods received; accounting for invoices, shipping charges, brokerage fees and any other related costs and to submit completed costings to Inventory Control within 4 hrs of receipt of documents.
• To prepare and submit copies of validated Receivers to Marketing Dept. within 24 hrs of receipt of inventory costings and to allocate and enter original Receivers in Accounts Payable database within 2 days of submission to Marketing, with no instances of delinquency
• To match supplier invoices to purchase orders and receiving documents and to set up a schedule for payment within the established credit terms. To submit validated invoices weekly to the Supervisor for timely payment with no instances of delinquency.
• To prepare Bank requests for foreign drafts and to dispatch immediately upon receipt.
• To allocate wire transfers and draft payments and enter in AP module within 2 days.
• Any data entry errors, related to payments, to be located and immediately corrected, or reported to supervisor for guidance
• Verified reports, invoices, receiving documents, vouchers and related documents to be neatly filed with appropriate labels for easy retrieval, with no instances of backlog in this area.
•  To compile monthly audit of Foreign Payable module for submission to Supervisor within 2 days of completion of monthly work.
• To prepare and process Exim Bank payment report for verification and approval. To file all documentation related to the duties of the Accounts Clerk I (Foreign Payables)

2. To reconcile foreign supplier accounts.

• Monthly supplier statements to be compared with invoices and verified for payment within 2 days of receipt.
• Discrepancies and variances to be immediately identified and investigated; reported to suppliers and; to be followed-thru for corrections.
• Payments to be issued to suppliers within the established credit terms; with no instances of delinquency in this area.  

3. To assist in any other duties as required, inter alia.

• To conduct scheduled audits of Petty Cash as required.
• To conduct scheduled physical inventory audits for retail and stockroom locations as required.
• To provide support to Accounts Department to complete special projects and any other delegated activities that may be assigned

4.   Additional tasks and responsibilities

• Reconciliation of the following balance sheet accounts: AR Suspense; Goods in Transit; Foreign Payables to Sub-Ledger
• Analysis of the following expenses: Gain/Loss on Forex.
• Variance Analysis for Foreign Payables and Goods in Transit.
•  Allocation of expenditure on the Republic Bank Credit Card.
• Assist with the preparation of letters for the department and sourcing of foreign exchange for foreign supplier payments.