Accounts Payable Officer v (1.00) [Suva]

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Job Description

Fiji Ships & Heavy Industries Limited(FSHIL), a business subsidiary of Fiji Ports Corporation Limited is committed to achieving excellence in providing ship repair services, slipway facilities and heavy industry work in accordance to customer requirements and applicable statutory and regulatory requirements.

Responsible for performing tasks related to accounts payable transactions and maintaining all records for reference. This role reports to the Accountant.

Outcomes

Organisational Stakeholders
1. Attendance recorded effectively
Must clock in on the biometric machine before commencement of shift Must clock out on the biometric machine immediately after completion of shift
2. Financial transactions completed in a timely and efficient manner:
Obtain quotations & check stock availability Liaised with foremen’s while ordering materials to meet their expectation and for alternatives if exact material in not available. Prepare LPO & forward it to suppliers via email Open New vendor in Navision if required Follow up for delivery from few suppliers Organise pick up from few suppliers Prepare Capex for all Fixed Assets Forward Capex to Accountant for verification Request for approval from Operations Manager, Procurement coordinator, CEO, CFO & COO. Open New Fixed Asset Code in Navision & file respectively Use LR – APP for the ordering of the items
3. Invoice Processing done in timely manner;
Receive all invoices and match with corresponding LPO, write GL code & description on invoice Attend to disputes in prices charged and customer statement Follow up for credit note Follow up with suppliers for few invoices Taxi Voucher Preparation & reconciliation Posting invoice in Navision after verification Obtain exchange rate from three banks (ANZ, HFC & BSP) Prepare TT comparison seek approval from CFO & CEO before remitting Obtain FRCS Clearance to proceed with the remittance Follow up with the bank once TT is processed Liaise with freight companies for collection of goods Forward Evidence of payment, commercial/proforma invoice and Complete Clearance form (C45 Form) for customs clearance.
4. Assist in payment processing effectively;
Creditors reconciliation done on timely basis Follow Up for supplier statement done as and when required Cheque Printing done on a timely basis Advise suppliers for check collection Ensure all payments are released on time Ensure if all utility bills are paid before the due date (FSHIL & Shipyard) Ensure if all annual subscriptions are paid on time (Fiji Times, Fiji Sun) Ensure if business licence is paid and renewed on time Ensure is all City Rates and Ground Rents are paid on time (FSHIL & Shipyard) Ensure if post box rental is paid before the due date
5. Administrative functions handled systematically and efficiently:
Invoices entered and uploaded in the system in a timely and systematic manner. Cheques prepared and printed. Vendor files uploaded and maintained. Intact, complete and up-to-date records maintained as per the Records Keeping Schedule. Assist the HCS Department in the Monthly PMS projects on each completed project by sending total labour costing
6. Relevant internal and external communications handled professionally in a timely manner:
Noted deficiencies or required clarifications in Purchase Requisition / Capex forms (with reference to Finance policy and procedure guidelines) from respective departments communicated accordingly. Invoice discrepancies and issues resolved professionally. Vendor queries and correspondence addressed in a timely fashion. Concession rates for TT/Bank draft dealt with banks efficiently. Statutory requirements of statutory bodies (such as FRCS, RBF) interacted with and met as per company standards
7. FSHIL's reputation, profitability and performance is supported
High professional standards contribute to the organization's success                                   Deadlines and service level agreements met at all times High ethical standards met at all times Excellent teamwork aimed to achieve business outcomes efficiently and effectively Organization's efficiency and improved productivity supported                                            Process/systems improvement initiatives; Cost reduction initiatives Contributions made towards the organization's profits in line with the scope of the work Any other work-related task assigned by the Management that is within the capacity of the position holder is performed; teamwork is demonstrated Modern technology and innovative methods used to achieve results
8. The organization's image and value standards demonstrated and upheld at all times:
Confidentiality of all communications upheld at all times A professional and amiable relationship maintained with all stakeholders

Responsibilities - Critical Competencies

Competence	Description
Business
Planning	Deliver results by developing, reviewing or following a work plan, action plan or operational plan.
Information Analysis	Make informed decisions by collecting and interpreting data and information

Qualifications

Qualification	Discipline	Notes
Preferred
Diploma	Accounting and Finance
Preferred
Degree	Accounting, Accounting and Finance

Work Knowledge and Experience

1. • Minimum of 2 years of experience in a similar field. • Proficiency with Microsoft Office, Navision

Requirements

Language Proficiency
Excellent command of English
Good Interpersonal Skills
Successful completion of Level 2 Speaking and Writing Test
Regulatory Compliance Requirements
OHS
ERP

Interactions

Interaction	Comments
Internal
All staff
External
Customers/Clients

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.
Integrity	Adherence to moral and ethical principles; soundness of moral character; honesty.
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.
Self Sufficient and Assured	Readily copes with situations without recourse/need of others, showing confidence and belief in oneself and one's own abilities
Team Oriented	Enjoys being with others as part of a group or team.
Thinking Styles
Analytic	Able to separate things into their constituent elements in order to study or examine them, draw conclusions, or solve problems.
Conscientious	Demonstrates a sense of right and wrong and a personal obligation to do the right thing.
Initiative	Takes action and makes decisions without the help or advice of other people.
Well Organized	Controls tasks in a well thought out and critical manner