AP Data Controller

Job Purpose:

The AP Data Controller at Vivo Energy Uganda is tasked with managing the end-to-end Accounts Payable process by enforcing financial controls, ensuring accurate and timely payment of valid invoices, maintaining supplier master data, and supporting compliance with tax and regulatory requirements, in line with Vivo Energy’s financial policies and control framework.

Dimensions:

• Manages supplier payments, ensuring compliance with controls and timely disbursements to support OPEX and working capital efficiency.
• Ensures adherence to tax, procurement, and audit requirements.
• Supports accurate financial reporting through monthly accruals, reconciliations, and provisions.
• Supervises the AP Processor(s) and coordinates with Treasury, Tax, and Supply functions to resolve payment-related issues.

Principal Accountabilities

Accounts Payable Process

• Implement and enforce the Accounts Payable process in line with Vivo Energy’s standard financial controls and procedures.
• Serve as the primary contact for all Accounts Payable queries and ensure a timely resolution.
• Review and post AP entries while ensuring accuracy, proper documentation, and compliance with internal controls.
• Verify that all invoices meet local tax authority and internal control requirements, including correct application of WHT and VAT.
• Ensure timely and complete processing of payments while confirming adherence to approved procurement processes (e.g., 3-way matching, direct POs, invoice-only flows).
• Generate and analyze weekly payment aging reports with actionable recommendations.

Accounts Payable Master Reference Data

• Maintain and update supplier information in SAP, ensuring accuracy and alignment with company requirements.
• Update supplier reference data in line with the latest URA list of WHT-exempt entities.
• Serve as the designated inputter on the Master Reference Data (Winshuttle) workflow tool.
• Ensure all documentation is complete and approved by the Finance Manager prior to any changes to supplier details.

Management of Agreed Exceptions in Accounts Payable

1. Product Payments

• • Manage the end-to-end product payment cycle, ensuring timely receipt, processing, and settlement of invoices.
  • Coordinate with Treasury Operations to avoid delays in disbursement.
  • Reconcile pre-paid product transactions, ensuring all products are received within four days and matched in SAP.

2. Duty Payments

• Oversee the full duty payment cycle, ensuring requests are accurately processed and paid on time.
• Collaborate with Treasury Operations to facilitate timely execution.
• Engage Supply to clear any outstanding duty items, maintaining a maximum one-month aging.

3. Tax Payments

• Ensure all tax obligations, including VAT, WHT, and corporate tax, are settled within one working day of advice from the Tax Accountant.

Accruals and Provisions Process

• Maintain a structured schedule for monthly accruals and provisions, ensuring alignment between actual spend and recorded estimates.
• Review and validate all accruals and provisions as part of the month-end close process.
• Provide guidance to business units on items requiring accrual, based on financial activity and obligations.
• Ensure the process is consistently applied each month, with heightened focus during quarter-end and year-end reporting cycles.

Internal and External Audit

• Prepare and submit key audit schedules by working day 5 (WD5) each month to support timely audit readiness.
• Review and validate the Accounts Payable Internal Controls Framework quarterly, ensuring sign-off by the Financial Controller.
• Conduct monthly supplier reconciliations through formal circulation and follow-up with suppliers.

Balance Sheet Reconciliations

• Prepare and reconcile assigned balance sheet accounts in line with month-end close timelines, ensuring accuracy and completeness.
• Ensure timely reconciliation and sign-off of freight and secondary transport accruals.
• Address and resolve reconciling items in coordination with relevant stakeholders before financial close.
• Maintain proper documentation to support audit readiness and financial integrity of all assigned accounts.

Key Performance Indicators (KPIs)

• Ensure achievement of all Accounts Payable-related KPIs, including payment turnaround time, invoice accuracy, and control compliance.
• Monitor KPI performance monthly and identify areas falling below target (Red or Amber status).
• Develop and implement corrective action plans to restore KPIs to Green status within the same month.
• Support continuous improvement by analyzing trends and recommending process enhancements to improve efficiency and compliance.

People Management

• Supervise and support the AP Processor to ensure effective and timely execution of Accounts Payable activities.
• Manage resource planning, including workload distribution and leave scheduling, to maintain continuity of operations.
• Provide coaching, mentoring, and performance feedback to build capability and drive continuous improvement.
• Oversee adherence to internal processes and support issue resolution within the AP function.

Key Challenges

• Managing urgent and high-value payments for products, duties, and taxes within tight deadlines while maintaining compliance.

• Ensuring complete and timely supplier reconciliations amidst high transaction volumes.
• Enforcing strict supplier setup and maintenance controls in line with audit and regulatory standards.
• Driving consistent adherence to the Accounts Payable process across multiple stakeholders and departments.

Job Knowledge, Skills & Experiences:

• Minimum of a bachelor’s degree in commerce, Business Administration, Accounting, Finance, or Statistics.
• Partial professional qualification (e.g., ACCA or CPA) is required; full qualification is an added advantage.
• Minimum of 5 years’ experience in Accounts Payable, Financial Operations, or similar roles within a structured corporate environment.
• Demonstrated knowledge of Ugandan tax laws (VAT, WHT, and Corporate Tax) and their practical application in financial processes.
• Hands-on experience with ERP systems, preferably SAP, and a strong command of Excel for financial analysis.
• Proven ability to manage high-volume payments, reconciliations, and month-end close processes.
• Supervisory experience, with the ability to coach and guide junior staff effectively.
• Strong understanding of financial controls, compliance, and audit requirements.
• Excellent stakeholder management and communication skills.
• High level of accuracy, attention to detail, and ability to work under pressure.
• Strong analytical and problem-solving skills.
• Ability to prioritize tasks and meet tight deadlines in a dynamic environment.

Note: Female candidates are strongly encouraged to apply. Deadline: 4th August 2025.