Job Description: Procure-to-Pay (PTP) Specialist

Job Title: Procure-to-Pay (PTP) Specialist Department: Finance / Accounts Payable Reports

To: PTP Team Lead / Finance Manager Job Type: Full-Time

1. Job Summary

The Procure-to-Pay (PTP) Specialist is responsible for managing and executing end-to-end

procure-to-pay activities, ensuring accurate and timely processing of purchase orders,

supplier invoices, payments, and vendor account reconciliations.

The role ensures compliance with company policies, financial controls, and standard

operating procedures while maintaining strong relationships with internal stakeholders and

external suppliers.

2. Key Responsibilities

A. Invoice Processing

• Process supplier invoices accurately and within agreed service-level agreements

(SLAs).

• Perform two-way and three-way matching between invoices, purchase orders (POs),

and goods receipts (GRs).

• Validate invoice details, including supplier information, tax codes, pricing, and

payment terms.

• Investigate and resolve invoice discrepancies, duplicate invoices, and payment issues.

• Ensure invoices are properly coded and recorded in the accounting system.

B. Payment Processing

• Prepare and execute supplier payment runs according to payment schedules.

• Ensure payments are processed accurately and on time.

• Monitor outstanding invoices and overdue payments.

• Support urgent and ad hoc payment requests in accordance with company policies.

• Assist with payment reconciliation and investigation of rejected or failed payments.

C. Vendor Management

• Maintain accurate supplier records and vendor master data.

• Respond to supplier queries regarding invoice status, payment dates, and account

balances.

• Perform vendor statement reconciliations.

• Coordinate with procurement and business stakeholders to resolve supplier-related

issues.

• Support vendor onboarding and changes to supplier information in accordance with

internal controls.

D. Procurement and Purchase Order Support

• Review purchase requisitions and purchase orders for completeness and accuracy.

• Ensure compliance with procurement policies and approval workflows.

• Follow up with relevant departments on missing purchase orders, goods receipts,

and invoice approvals.

• Monitor purchase order balances and outstanding commitments.

E. Month-End Closing and Reporting

• Perform month-end activities, including invoice accruals and AP reconciliations.

• Prepare accounts payable reports and outstanding invoice listings.

• Support internal and external audits by providing relevant documentation.

• Ensure timely and accurate financial reporting.

F. Process Improvement and Compliance

• Identify opportunities to improve PTP processes and operational efficiency.

• Ensure compliance with internal controls, financial policies, and regulatory

requirements.

• Maintain proper documentation and audit trails.

• Support automation and continuous improvement initiatives.

3. Qualifications and Requirements

• Diploma or Bachelor's Degree in Accounting, Finance, Business Administration, or a

related field.

• 2–5 years of relevant experience in Procure-to-Pay, Accounts Payable, or Finance

Operations.

• Experience in a shared services environment is an advantage.

• Familiarity with ERP systems such as SAP, Oracle, Microsoft Dynamics, or similar.

• Good understanding of accounting principles and PTP processes.

• Proficient in Microsoft Excel and other Microsoft Office applications.

• Good communication, analytical, and problem-solving skills.

• Strong attention to detail and ability to meet deadlines.

4. Key Competencies

• Strong numerical and analytical skills.

• Good stakeholder and supplier management.

• Ability to manage high-volume invoice processing.

• Effective time management and prioritisation.

• Strong ownership and accountability.

• Ability to work independently and collaboratively.

• Continuous improvement mindset.

5. Key Performance Indicators (KPIs)

KPI Measurement

Invoice Processing Accuracy Percentage of invoices processed without errors

Invoice Processing Timeliness Percentage processed within SLA

Payment Accuracy Percentage of payments processed correctly

On-Time Payment Rate Percentage of payments made by due date

Invoice Exception Resolution Average time taken to resolve discrepancies

Vendor Reconciliation Timely completion of vendor reconciliations

Query Resolution Supplier queries resolved within SLA

Process Compliance Adherence to company policies and controls

6. Expected Outcomes

• Accurate and timely processing of supplier invoices and payments.

• Reduced invoice backlogs and payment discrepancies.

• Improved supplier satisfaction and stakeholder relationships.

• Strong compliance with financial controls and procurement policies.

• Continuous improvement in PTP operational efficiency.