Job Description:
Responsible for the complete, accurate and timely processing of invoices and payment of amounts due to suppliers for the purchase of goods and services by SABS employees.
Requirements:
- 3 years relevant work experience in creditors or payment management environment: Operational Level
- Must have pre-audit, processing and reconciliations experience: Operational Level
Skills:
- Attention to detail
- Strong organizational skills
- Ability to work under pressure
Duties and Responsibilities:
- Perform a pre-audit of creditors invoices, verify authorization levels, goods received signatures, and compliance to tax legislation.
- Process invoices for local and foreign suppliers.
- Complete the timeous and accurate processing of valid and authorised supplier invoices taking into account payment terms, discounts and credit notes.
- Perform three-way matching between invoice, purchase order and goods receipting before making payment.
- Send out and follow up to ensure that unprocessed invoices sent to the business unit managers for approval are returned to the Account Payable business unit for processing.
- Ensure that key supplier accounts are updated monthly.
- Reconcile all supplier and general ledger accounts on a monthly basis.
- Manage monthly invoice registers and verify that all supporting documentation complies with the supply chain management policy and where applicable the payment requisition form is completed correctly.
- Send out payment instruction on SABS letterhead to the bank for supplier payment once approved by relevant signatories.
- Ensure bank charges on payments made are forwarded to the applicable Payment Clerk for processing before month end closure.
- Attach the invoice to the remittance and submit for review, after the creation of the payment run.
- Issue remittance to suppliers as confirmation of payment.
- Ensure that all valid invoices received are captured timeously before month-end and year-end as per deadline of timetable distributed.
- Close pre-payments, once stock has been received, or leave open until the following month.
- Ensure that copies of all outstanding invoices are submitted for accrual on a monthly basis.
- Promptly escalate any outstanding accounts and accrual for resolutions to Supervisor: Payment Management.
- Coordinate support for key suppliers and customers.
- Ensure that supplier accounts are not put on hold without the knowledge of the Supervisor Payment Management.
- Reconcile all supplier and general ledger accounts on a monthly basis and promptly clear all reconciling items.
- Compile reports as and when required by management in line with set timeframes.
- Manage and monitor supplier payments weekly.
- Ensure that all cheque invoices received by Accounts Payable are settled timeously as per the approved Delegations of Authority.
- Ensure that payments made and funds transferred correspond with the payment report.
- Update payments on the system once EFT transfers have been finalised.
- Provide proof of payment and remittance advice to all suppliers paid.
- Maintain payment files and ensure it is clearly marked, archived and retrieved when required.
- Ensure that filing is completed timeously on all required administrative activities.
- Assist in identifying and adhering to fraud controls, risk prevention principles, sound governance and compliance processes, and tools to identify and manage risks.
- Support and provide evidence to all internal and external audit and regulatory requirements.
- Maintain quality risk management standards in line with ISO and regulatory requirements.
- Maintain and enforce all related Service Level Agreements to minimise business risk and ensure business continuity.
- Adhere to all relevant laws, policies and Standard Operating Procedures throughout the organisation.
- Review related Standard Operating Procedures in consultation with Finance leadership to ensure business optimisation.
- Build and maintain effective internal and external stakeholder relationships for the purpose of expectations management, knowledge sharing and integration, and to manage the organisation’s reputation.
- Represent and participate in the organisation’s committees and tasks teams when required.
- Convene and attend meetings and present relevant information stakeholders when required.
- Ensure efficient communication to all auditors and other finance team members.
- Ensure the provision of excellent customer service.
- Resolve and/or escalate queries and problems within span of control and within agreed time frames.
- Follow up on unresolved queries and complaints where required.
- Liaise with relevant stakeholders regarding follow-up of information.
- Develop and maintain a good working relationship with all key SABS suppliers.