1. Key Responsibilities
1.1. Invoice Processing and Reconciliation
1.1.1. Receive, verify, and process supplier invoices, ensuring appropriate authorization and matching to approved Purchase Orders (POs) and Goods Received Notes (GRNs).
1.1.2. Accurately capture GRNs and supplier invoices on the accounting system within prescribed timelines.
1.1.3. Ensure all invoices are correctly allocated to the appropriate cost centres and general ledger accounts.
1.1.4. Verify pricing, quantities, VAT calculations, and supporting documentation before processing invoices.
1.1.5. Investigate and resolve invoice discrepancies with suppliers and internal departments.
1.1.6. Perform monthly supplier reconciliations and ensure all balances are accurately reflected and supported by reconciliation schedules.
1.1.7. Maintain comprehensive reconciliation records and supporting documentation for audit purposes.
1.1.8. Monitor supplier statements and ensure all outstanding items are investigated and resolved promptly.
1.1.9. Prepare reconciliations for review and approval within stipulated deadlines.
1.1.10. Assist in the preparation of supplier payment schedules and payment runs.
1.1.11. Maintain an accurate creditors age analysis and ensure overdue items are addressed promptly..
1.2. Purchase Orders and GRN Management
1.2.1. Monitor the Open Purchase Order Listing on a weekly basis.
1.2.2. Follow up with Stores, Procurement, and relevant departments regarding outstanding Purchase Orders and GRNs.
1.2.3. Review and clear open GRNs within three (3) days of receipt of goods or services.
1.2.4. Investigate unmatched GRNs and invoices and coordinate resolution with the relevant stakeholders.
1.2.5. Escalate unresolved GRN and PO discrepancies to the Financial Manager.
1.2.6. Ensure all transactions are accurately matched prior to payment processing.
1.3. Credit Notes and Supplier Account Administration
1.3.1. Conduct the necessary research and obtain supporting documentation before requesting supplier credit notes.
1.3.2. Request and monitor credit notes relating to returned stock, damaged goods, pricing discrepancies, duplicate invoices, and other supplier-related issues.
1.3.3. Follow up on outstanding credit notes until resolved.
1.3.4. Ensure credit notes are accurately processed and allocated within the accounting system.
1.3.5. Maintain complete records of all supplier account adjustments and supporting documentation.
1.4. Supplier Relationship Management
1.4.1. Communicate professionally and effectively with suppliers regarding account queries, reconciliations, payment matters, and account administration.
1.4.2. Build and maintain positive working relationships with suppliers through accuracy, reliability, and timely communication.
1.4.3. Maintain accurate supplier master data, including banking details, contact information, payment terms, and tax information.
1.4.4. Verify and process supplier banking detail changes in accordance with company procedures and internal control requirements.
1.4.5. Administer supplier onboarding processes, including the completion, review, and submission of supplier credit applications.
1.4.6. Liaise with suppliers to obtain all required supporting documentation for credit applications, including company registration documents, tax compliance certificates, banking confirmations, and trade references.
1.4.7. Monitor the status of supplier credit applications and proactively follow up to ensure timely approval and establishment of supplier accounts and credit facilities.
1.5. Internal Coordination and Financial Reporting
1.5.1. Liaise with Procurement, Stores, Inventory, Operations, and other departments to confirm receipt of goods and services before payment processing.
1.5.2. Support month-end and year-end financial close processes relating to creditors.
1.5.3. Assist in the preparation of reports, schedules, and supporting documentation required by management.
1.5.4. Reconcile intercompany accounts on a weekly basis to identify and resolve discrepancies before month-end.
1.5.5. Assist with cash flow planning by providing accurate creditor information and payment forecasts.
1.5.6. Escalate significant supplier disputes, overdue accounts, or payment concerns to the Financial Manager.
1.5.7. Assist with ad hoc financial administration and reporting requirements as requested by management.
1.6. Compliance and Internal Controls
1.6.1. Ensure compliance with company financial policies, procedures, delegated authority limits, and internal control requirements.
1.6.2. Ensure all supplier transactions comply with VAT legislation and applicable accounting standards.
1.6.3. Maintain accurate filing systems and records for all supplier documentation.
1.6.4. Prepare and provide supporting documentation required for internal and external audits.
1.6.5. Identify opportunities to improve efficiency, strengthen controls, and streamline accounts payable processes.
1.6.6. Complete and coordinate supplier questionnaires, surveys, compliance declarations, vendor assessments, and due diligence documentation required by suppliers, customers, and other stakeholders.
1.6.7. Maintain an up-to-date register of supplier compliance requirements, surveys, certifications, and supporting documentation.
1.6.8. Ensure all supplier onboarding, compliance, and due diligence documentation is accurately completed, approved, and retained in accordance with company policies, legal requirements, and audit standards.
1.7. General Responsibilities
1.7.1. Maintain confidentiality of all financial, supplier, customer, and company information.
1.7.2. Ensure compliance with company policies, procedures, and code of conduct.
1.7.3. Contribute positively to departmental objectives and continuous improvement initiatives.
1.7.4. Attend meetings and training sessions as required.
1.7.5. Perform any other lawful and reasonable duties consistent with the position, qualifications, experience, and operational requirements of the business.
2. Minimum Requirements
2.1.1. Qualifications
2.1.1.1. Grade 12 (Matric).
2.1.1.2. Certificate, Diploma, or Degree in Accounting, Finance, Bookkeeping, or a related field will be advantageous.
2.1.2. Experience
2.1.2.1. Minimum 3 years' experience in a Creditors, Accounts Payable, or Finance Administration role.
2.1.2.2. Proven experience performing supplier reconciliations and invoice processing.
2.1.2.3. Experience with supplier onboarding and compliance administration will be advantageous.
2.1.2.4. Experience working on accounting software or ERP systems.
2.1.2.5. Experience within a manufacturing, chemical, agricultural, mining, or industrial environment will be advantageous.
3. Knowledge and Skills
3.1.1.1. Accounts Payable processes and controls.
3.1.1.2. Supplier reconciliations and payment processes.
3.1.1.3. VAT legislation and tax compliance requirements.
3.1.1.4. General accounting principles.
3.1.1.5. Intermediate to advanced Microsoft Excel skills.
3.1.1.6. ERP and accounting system proficiency.
3.1.1.7. Strong numerical and analytical ability.
Pay: R8 500,00 - R12 000,00 per month
Ability to commute/relocate:
- Bethal, Mpumalanga: Reliably commute or planning to relocate before starting work (Required)
Education:
- High School (matric) (Required)
Experience:
- Credit Controller: 3 years (Required)
Language:
Work Location: In person
