• Review and process invoices

• Facilitate weekly payments, ensuring invoices are paid in line with vendor payment terms and taking advantage of early payment discounts when available

• Reconciliation of supplier’s invoices and statements

• Ensure invoices are coded correctly and approved by relevant stakeholders, complying with company policy

• Maintain accurate invoice filing

• Support internal and external stakeholder requests including audit and tax compliance

• Support the month-end process by providing supporting documentation for month-end journals.

• Liaise with third party vendors

• Support Accounts Payable related projects with local and global finance and IT teams

• Provide support and assistance to the Head of Finance, Credit Manager and Financial Accountant when required.

• Provide a range of payables, accounting and administrative services to the Finance team and wider business departments

Work Standards and Key Performance Indicators (KPIs):

• Invoice Processing Accuracy Rate: 95% of invoices processed without errors.

• Timeliness of Payments: 95% of invoices paid within vendor payment terms.

• Early Payment Discount Capture Rate: Early payment discounts captured.

• Supplier Reconciliation Accuracy: Supplier invoices and statements reconciled accurately.

• Compliance with Approval Policies: 95% of invoices approved by relevant stakeholders and compliant with company policy.

• Documentation Accuracy: Accuracy of invoice filing and supporting documentation provided for month-end journals.

• Customer Service Response Time: Timeliness in responding to internal and external stakeholder requests.

RESPONSIBILITY 2 – Procurement

• Provide procurement support including purchase contract management, raising purchase orders and purchasing office supplies and equipment.

• Assist in sourcing suppliers, supporting the preparation of RFPs for goods and services

• Create and maintain a database of suppliers, as well as administration of supplier purchasing portals

• Support the evaluation of supplier proposals and selection of suppliers based on established criteria

Work Standards and Key Performance Indicators (KPIs):

• Contract Management Efficiency: Timeliness and accuracy in managing purchase contracts.

• Purchase Order Processing Time: Time taken to raise and process purchase orders.

• Supplier Database Maintenance: Accuracy and completeness of the supplier database.

• Supplier Evaluation Accuracy: Effectiveness in evaluating supplier proposals and selecting suppliers based on criteria

RESPONSIBILITY 3 – Accounts Receivable

• Accurate receipt of customer payments in SAP and taking of payment through other settlement methods (credit card etc)

• Ensuring payments and customer rebates are correctly allocated

• Ensuring payments are correctly reconciled with the bank and SAP before month end close

• General reconciliation and maintenance of customer debtor accounts including raising and clearing charges as well as offset of credits and marketing related expenses

Work Standards and Key Performance Indicators (KPIs):

• Payment Processing Accuracy Rate: Customer payments accurately received and processed.

• Timely Payment Allocation: Payments and customer rebates correctly allocated on time.

• Bank Reconciliation Accuracy: Accuracy of bank and SAP reconciliation before month-end close.

• Debtor Account Maintenance: Accuracy and completeness of customer debtor accounts maintenance.

• Charge Clearance Efficiency: Timeliness in raising and clearing charges on customer accounts.

POSITION ORGANISATION | Process, Procedure, System, Analytics & Reporting Responsibilities

Processes: (This role is responsible for overseeing or actively participates in) 

• Ensuring the effective and efficient management of the Accounts Payable function

• Providing key Accounts Receivable tasks and supporting the Credit Manager

• Supporting the procurement function with the Head of Finance and Office Manager

• Providing key Accounts Receivable tasks and supporting the Credit Manager

Critical Pathways: (This role is responsible for overseeing or actively participates in) 

• End to end Accounts Payable process

• Accounts Receivable support

• Procurement function

Procedures: (This role is responsible for overseeing or actively participates in) 

• Invoice and expense processing

• Periodic payment to third party suppliers

• Accounts Receivable duties

• Office supply administration

Systems: (This role is responsible for managing, controlling, implementing, updating. Coordinating) 

• SAP 

• Banking Portal 

• Concur

Data/Analytics: (This role is responsible for managing, inputting, updating, interpreting, communicating) 

• Vendor/supplier masterdata

• Expense accrual data

Reporting: (This role is responsible for generating, collating, distributing, interpreting, actioning) 

• Monthly supplier aged trial balance review 

• Month end expense accrual review

ACADEMIC AND TRADE QUALIFICATIONS

Essential qualifications

• Bachelor of Accounting, Finance or Business.

• Proven experience, in accounts payable, including processing invoices for payment, matching purchase order to invoices and related record keeping

• Understanding of principles of finance, accounting, and bookkeeping

• End-to-end AP experience 

• Prior experience using SAP, SAP Hana, BI is highly regarded

• Advanced MS suite ability – Excel, Word, PowerPoint 

• Demonstrated sound understanding of chart of accounts and coding, delegations of authority authorisations, approval processes

• Ability to maintain confidentiality of company and partner information

PERSONAL QUALITIES AND BEHAVIOURAL TRAITS 

Essential qualities or behaviours 

• Strong communicator able to maintain productive relationship with key stakeholders.  

• Excellent dispute management and conflict resolution 

• Strong project management skills, time management and prioritisation skillsets

• Strong business acumen and commerciality 

• High level of attention to detail.  

• Strong understanding of credit analysis and reporting 

• Organised and able to deliver on strict deadlines.  

• Able to manage high volume data and deliver accuracy and efficiency.  

• Demonstrated process improvement mindset