Purchase Ledger Officer

Job Description

Title: Purchase Ledger Officer

Company Name: Euro Foods Group

Vacancy: 1

Age: 25 to 35 years

Job Location: Bangladesh

Salary: Negotiable

Experience:

• 3 to 5 years
• The applicants should have experience in the following business area(s): IT Enabled Service, Garments, Shrimp, Chain shop, Food (Packaged), Beverage, Ice Cream, Bakery (Cake, Biscuit, Bread)

• Bachelor of Business Administration (BBA) in Accounting & Information System
• Bachelor of Business Administration (BBA) in Finance
• Master of Business Administration (MBA) in Accounting
• Master of Business Administration (MBA) in Finance

• 3 to 5 years
• The applicants should have experience in the following business area(s): IT Enabled Service, Garments, Shrimp, Chain shop, Food (Packaged), Beverage, Ice Cream, Bakery (Cake, Biscuit, Bread)

• Age 25 to 35 years
• Only Male

Essential

• 3–5+ years’ experience in purchase ledger / accounts payable

• Strong invoice processing and reconciliation experience

• Good Excel and accounting system knowledge

• High attention to detail and control mindset

Desirable

• Experience in retail, wholesale, or multi-site business

• Experience supporting UK-based operations from offshore

• Familiarity with supplier-heavy environments and stock-based purchasing

PERSONAL ATTRIBUTES REQUIRED

• Accurate and methodical

• Strong ownership mindset

• Organised and disciplined

• Good problem solver

• Calm under pressure

• Honest and reliable

1. ROLE PURPOSE

The Purchase Ledger Officer is responsible for controlling the purchase invoice and supplier payment process across the business.

This role ensures:

• Supplier invoices are checked accurately

• Purchase records are complete and correctly coded

• Payments are prepared on time

• Supplier balances are reconciled

• Errors, duplicates, and overpayments are prevented

This is not just a data-entry role. It is a control and accuracy role within the finance function.

2. PRIMARY ACCOUNTABILITY (NON-NEGOTIABLE)

The Purchase Ledger Officer is fully accountable for:

• Accurate entry of supplier invoices

• Correct matching of invoices to purchase records and approvals

• Timely preparation of payment runs

• Reconciliation of supplier statements

• Identification and escalation of discrepancies

• Maintaining a clean, auditable purchase ledger

If supplier balances are wrong, invoices are missed, or duplicate/incorrect payments are made — this role owns it.

3. CORE RESPONSIBILITIES

A. PURCHASE INVOICE PROCESSING

• Receive and review supplier invoices

• Check invoices for:

o Correct supplier name

o Correct dates

o Correct quantities and prices

o Supporting documents / approvals

• Ensure invoices are properly coded to the correct nominal and cost centre

• Enter invoices accurately into the accounting system

B. INVOICE MATCHING & VALIDATION

• Match invoices against:

o Purchase orders

o Delivery notes

o Approved buying records

• Identify discrepancies in:

o Quantity

o Price

o Missing paperwork

• Hold and investigate any unmatched or disputed invoice before processing

C. SUPPLIER ACCOUNT RECONCILIATION

• Reconcile supplier statements regularly

• Investigate:

o Missing invoices

o Credit notes not received

o Duplicate invoices o Incorrect balances

• Ensure supplier ledgers remain accurate and up to date

D. PAYMENT PREPARATION & CONTROL

• Prepare supplier payment schedules for approval

• Ensure only valid, approved invoices are included

• Prioritise payments in line with agreed supplier terms and cash flow instructions

• Flag urgent or overdue supplier issues to senior finance staff

• Prevent duplicate, early, or unauthorised payments

E. QUERY MANAGEMENT

• Respond to supplier queries professionally and promptly

• Liaise with:

o Buying team

o Stores

o Goods received staff

o Finance team

• Resolve invoice and payment issues quickly to protect supplier relationships

F. LEDGER ACCURACY & RECORD KEEPING

• Maintain complete supplier files and audit trails

• Ensure credit notes are recorded correctly

• Keep records organised and easy to trace

• Ensure all ledger entries can be supported by documentation

G. REPORTING & ESCALATION

• Provide regular updates on:

o Outstanding invoices

o Aged creditors

o Disputed balances

o Overdue suppliers

• Escalate unusual issues immediately, including:

o Repeated pricing discrepancies

o Large unexpected invoices

o Duplicate invoice risk

o Supplier pressure cases

H. PROCESS DISCIPLINE & IMPROVEMENT

• Follow agreed purchase-to-pay controls strictly

• Support improvements to:

o Invoice processing speed

o Ledger accuracy

o Filing discipline o Reporting clarity

• Help reduce manual errors and payment delays

4. KEY PERFORMANCE INDICATORS (KPIs)

• Supplier invoices posted accurately and on time

• Supplier statements reconciled without unresolved differences

• No duplicate or unauthorised payments

• Clean aged creditors ledger

• Fast resolution of invoice queries

• Strong audit trail and document control

AUTHORITY LEVEL

Can:

• Reject incomplete or unsupported invoices

• Hold disputed invoices from payment

• Escalate supplier discrepancies to senior finance

Cannot:

• Approve final payments independently

• Override approval controls

• Change supplier payment terms without authorisation

• T/A,Mobile bill
• Salary Review: Yearly
• Festival Bonus: 2