Finance Officer - (Payables)

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Job Description

CJ Patel (Pacific) Limited is one of Fiji’s largest distributors of locally manufactured and renowned international Fast Moving Consumer Goods (FMCG) within Fiji and most of the Pacific. The company has an extensive distribution network with major supermarkets, food service industries and down-the-line (DTL) retailers with its main warehouse in Wailekutu, Lami and supported by branch operations in Lautoka and Labasa and other regional markets such as New Zealand, East Timor, Vanuatu, Kiribati, Tonga, Samoa and Papua New Guinea.

The Accounts Payable Officer is responsible for providing financial and administrative clerical support to the Organization. This role reports to the Accounts Payable Supervisor & Finance Manager at CJ Patel Pacific Pte Ltd.

Outcomes

Organisational Stakeholders
1. Payments Function Managed
Purchase orders processed and delivered to suppliers in a timely manner contractual payments and other routine payments  intercompany payments, electricity, water, communication charges…etc. based on the approved quotation (if not registered supplier) Processing of GSRN based on receipt of service/goods and supplier invoice ensured  contractual payments or payments based on agreements and other routine payments Invoice and debit notes All documentations and supporting correspondence maintained in an accurate and systematic manner for easy retrieval and reference Contacts and agreements contractor certificate of Exemptions signed Quotations, PO, GSRN Other supporting documents Payment Processing arranged and ensured in a timely manner as per payment plan supporting documents attached with payment voucher cheque printing, sign off and delivery ensured receipts for payment vouchers obtained Tax clearance (FRCA) and RBF for overseas payments obtained in a timely manner before the due dates of invoices. Payment Plan prepared and submitted in an accurate and timely manner 2nd of following month Petty Cash maintained and reimbursement managed petty cash vouchers and IOU’s approved by FM or GM before releasing cash. petty cash vouchers recorded accurately in the Bizzxe system before the reimbursement summary of petty cash expenses for reimbursement prepared accurately Petty cash float reconciliation ensured
2. Supplier Ledger Reconciliation Ensured
Supplier reconciliation ensured in an accurate and timely manner Statement with supplier reconciliation Vs. supplier ledger Signed GSRN/PO/Quotations Agreement copy/contract copy “Certificate of Exemption”, if it is a contractual service payment as per FRCA WHT regulations tax clearance, RBF clearance, Exchange Rates Confirmations Obtain balance confirmation of major creditors on monthly basis and ensure that both balances are agreed, if not attach reconciliation. All other creditors’ reconciliations should be carried out on Quarterly basis. Supplier ledger accounts monitored on a timely basis Balances agreed with supplier statements. variances reconciled and resolved supplier ledger with GL control a/c Standard and month end journal entries such as Weekly Salary entries etc. updated GL Schedules, Reconciliations/ Analysis Intercompany transactions reconciliations for all intercompany and related party balances prepared by 10th of each month accurately Trade Reconciliations prepared accurately by 5th of each month Overseas and non trade reconciliation prepared by 7th of each month.
3. Safe work environment promoted and ensured at all times
Work place safety is ensured Communication of Safety, Health and Environment to all team members are on an on-going basis Occupational Health & Safety systems promote zero workplace injury at all times Local environmental regulation is aligned with work place safety on an going basis Workplace hazards eliminated at all times. Systems assist in the identification and elimination of work place hazards on an on-going basis
4. CJPP's image and value standards demonstrated and promoted
Collaborate with other teams in the organization for the benefit of the organization Monitor and encourage team members to uphold image and value standards Uphold and demonstrate the organization's image and values Confidentiality of the financial and operation information ensured at all times.

Responsibilities - Critical Competencies

Competence	Description
Customer
Relationship Building	Build beneficial relationships with suppliers and stakeholders.
People
Facilitation	Assist the progress of work ensuring its timely and effective completion.
Professional
Compliance	Comply with relevant laws and the policies and procedures of the organisation.
Financial Application	Apply financial principles and practices.

Qualifications

Qualification	Discipline	Notes
Preferred
Degree	Accounting and Finance

Work Knowledge and Experience

1. 2-3 years experience in a similar role.
2. Excellent attention to detail and organisation skills
3. Ability to use Microsoft productivity software such as Excel and Word
4. Ability to consistently meet all deadlines

Interactions

Interaction	Comments
Internal
Finance Team
Sales Team
External
Customers
Suppliers

Attributes

Attribute	Definition
Behavioural Styles
Accountable	Assumes full responsibility for own actions and identifies with the success or failure of own part of the overall work/goal.
Detail oriented	Attends to the small elements of a task/activity, ensuring completeness and accuracy.
Reliable	Is able to be trusted to do what is expected or has been promised, puts in a great amount of effort believing in the value of work.
Interpersonal Styles
Objective	Impartial and honest in dealings with others, eliminating own feelings and view to reach a balanced judgement.
Team Oriented	Enjoys being with others as part of a group or team.
Thinking Styles
Well organised	Controls tasks in a well thought out and critical manner.
Numerate	Shows abilities in quantitative thought and expression.
Analytic	Able to separate things into their constituent elements in order to study or examine them, draw conclusions, or solve problems.