JOB PURPOSE
The Payment Accountant is responsible for ensuring efficient and accurate processing of payments within the organization. This role involves receiving and registering invoices, uploading them into the payment system, and generating payment vouchers to facilitate timely disbursements. The Payment Accountant will also produce regular reports on payment processing status, ensuring transparency and accuracy in financial records. Additional responsibilities include downloading, filing, and organizing all supporting documents for audit and compliance purposes, as well as performing essential banking activities to support the organization’s financial operations. This position is critical in maintaining smooth payment processes, ensuring financial integrity, and supporting overall financial accountability.
KEY RESPONSIBILITY/TASKS/DUTIES
Policy Responsibilities
N/A
Managerial/ Supervisory Responsibilities
Interns
Operational Responsibilities / Tasks
BANK AND MOBILE MONEY MANAGEMENT (40%)
Accurately capture and upload payment requests in the organizational banking system and contact account signatories for approvals as per the bank mandate.
Manage banking, accounts, and balances effectively and efficiently, foreign exchange management and cash flow management.
Following up any outstanding items in bank and communicating any issue relating to beneficiary bank details/swift communications to clear any gaps between our banker and beneficiary’s banker.
Ensure the rightful payee is paid i.e., the contractor’s bank details match those provided for payment processing.
Ensure all payees are promptly informed when their payments are remitted, the amount paid and the purpose for which payment is made.
Manage bank accounts and account balances by ensuring no account goes into overdraft and no cheque bounces.
Monitor market forex rates and recommend to management as and when to change the foreign currency to local currency.
Provide bank correspondences on behalf of the organization.
Draft account opening or closing correspondences to the bank, filling in all relevant bank forms in accordance with board resolutions as advised by the immediate supervisor.
Generation and uploading of all payment confirmations
Reviewing of all payments uploaded in the system for accuracy and completeness of supporting documents, Budget line and program.
Following up any outstanding items in bank and communicating any issue relating to beneficiary bank details/swift communications to clear any miscommunication between our banker and beneficiaries’ banker.
Ensure that all financial transactions (including grant disbursement) and data are correctly implemented according to policies and procedures.
PAYMENT PROCESSING (40%)
Receive and review invoices for accuracy, completeness, and compliance with organizational policies.
Register incoming invoices in the nancial system to ensure accurate record-keeping.
Upload registered invoices to the payment system, ensuring timely entry for processing.
Verify invoice details in the payment system to con rm accuracy before proceeding with payments.
Generate payment vouchers for each transaction, ensuring they are correctly coded and contain all necessary details.
Timely upload all payments for processing to the accounting system
Follow up on payments to ensure timely approvals.
Generate and distribute regular reports on the status of payment processing, highlighting pending and completed payments.
DOCUMENT MANAGEMENT (10%)
Download and file all supporting documents related to payments, maintaining an organized filing system for easy retrieval.
Update the shared drive reporting template on payment
COMPLIANCE AND AUDIT SUPPORT (10%)
Ensure all payment activities comply with relevant policies, procedures, and regulatory standards.
Provide supporting documentation and reports for audits and respond to audit queries related to payment processing
OTHERS
Attend, and fully participate in staff meetings and retreats as required.
Write bimonthly and annual progress reports and use these as the basis for monthly and annual engagements with the line supervisor.
Perform other duties as may be required from time to time.
Job Dimensions:
Financial Responsibility:
None
Responsibility for Physical Assets
None
Decision Making:
Position makes decisions for self.
Job Influence:
Works as part ofthe Operations team.
Working Conditions:
Normal working conditions; Workdays, 40-hour week.
Job Competencies (Knowledge, Experience and Attributes / Skills).
Academic Qualifications
Bachelor’s degree in accounting/finance or related
Professional Qualifications / Membership to professional bodies
CPA Part 3
Previous relevant work experience required.
Atleast three years of professional workexperience
Computer literacy and strong knowledge of MicrosoftExcel
Functional Skills: Behavioral Competencies/Attributes:
communication skills (both oral and written)
Critical and problem-solving skills
Strategic thinking skills
Excellent presentation skills
Time management Skills
Excellent verbal and written communicationskills
Strong Interpersonal and diplomacy Skills
Sound planning, organizational, facilitationand coordination skills.
People management skills
Attention to detail
Negotiation skills
Flexibility and ability to work well under pressure
Application deadline: 21st November, 2024
Send your application to jobs@ziziafrique.org copying in dwere@ziziafrique.org
Apply via :
jobs@ziziafrique.org
