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