Shared Service Scope: Southern Africa District (South Africa, Namibia, Namibia, Zambia, Zimbabwe)
Responsible for certain entities within the scope of the district:
- Ensuring the implementation of the purchase order process controls
- Receive and manually capture all supplier invoices and credit notes
- Identification of invoices not received and accruals required as well as reversing of prior month accruals
- Monitor and reconcile the supplier statement to the AP ledger ensuring all supporting documents are attached and invoices are approved for payment accordingly
- Ensure that all supplier payments are handled in an organised and timely manner amd payments are within the agreed supplier payment terms
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- Completed Qualification in Finance or Accounting (minimum diploma required)
- 2- 5 years practical work experience as an Accounts Payable Clerk
- Strong communication and interpersonal skills
- Time management- able to work under pressure and respect deadlines
- Decision making and problem solving skills
- Proficient in Microsoft 365
- Proficiency in both Written and spoken English and excellent
- Very good Communication and Listening skills
- Experience of working internationally and/or in a multi-cultural environment
Duties and Responsibilities
Purchase Order
- Ensuring the implementation of the purchase order process controls
- Analysing the aging of the purchase order listing and goods received listing
- Ensure accurate matching of purchase orders, goods received notes and the invoice
AP Capturing of Invoice and Credit Notes
- Receive and manually capture all supplier invoices and credit notes
- Ensure that only approved invoices are captured
- Accurately and completely capture supplier invoices
- Ensure all relevant fields are captured completely and accurately
- Ensure that all costs are allocated to the correct GL accounts and cost centres
- Identification of invoices not received, and accruals required as well as reversing of prior month accruals
- Ensure all fixed asset invoices are accurately booked
- Ensure all intercompany invoices are redistributed via the back to back process
Supplier Age Analysis
- Perform a monthly reconciliation of the supplier age analysis to ensure that all payments are accounted for and properly posted
- Monitor the supplier age analysis and ensure that there are no long outstanding items
- Monthly analysis of all invoices older than 60 days
- Ensure that supplier accounts are not blocked
Supplier Reconciliation
- Accurately and completely reconcile the supplier statement to the AP ledger ensuring all supporting documents are attached and invoices are approved for payment accordingly
- Ensure all delivery notes and approved purchase orders are attached where applicable
- Ensure all credit notes are requested where applicable
- Timeously follow up on reconciling items to ensure that they are resolved accordingly within the following month
- Respond to and resolve all supplier related queries in the shortest time possible
Supplier Payments
- Transmit creditor reconciliations to treasury for payment
- Ensure that all supplier payments are handled in an organised and timely manner and payments are within the agreed supplier payment terms
- Ensure that all remittances and proof of payments are distributed to suppliers and stakeholders timeously, accurately and regularly
Communication
- Ensure professional telephone and e-mail etiquette
- Deal with stakeholder complaints in a professional manner and escalate to management where necessary
- Effective follow up on queries with suppliers and stakeholders
- Liaising with internal and external stakeholders
- Work with stakeholders and others to resolve account queries where necessary
- Maintain strong working relationships with finance team including the treasury team and General Ledger accountant team
General Administration
- Filing and archiving must be done monthly and must be done accurately and neatly
- Maintain an efficient and effective filing system
- Address ad-hoc queries accurately and timeously
- Clean desk environment must be maintained at all times
- Run integrity reports and ensure that all transactions are posted timeously
- Provide documentation as and when required for audits
- Assist in streamlining the accounts payable process
- Perform all other tasks assigned by the head of the department or manager
- Ensure that all monthly deadlines are adhered to
Key Behaviour
- BV Core & Business values
- Customer service orientated
- Planning/Organization/Follow Through
- High quality of work
- Accountability
- Commitment
- A team player and co-operative
- Results driven and demonstrates initiative
- Must be willing to work overtime during month end
Key Skills
- Perform a monthly reconciliation of the supplier age analysis to ensure that all payments are accounted for and properly posted
- Accurately and completely reconcile the supplier statement to the AP ledger ensuring all supporting documents are attached and invoices are approved for payment accordingly
- Identification of invoices not received and accruals required as well as reversing of prior month accruals
- Perform all others task assigned to him by the head of department or manager
