Accounts Payable Clerk JHB

SUMMARY:
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POSITION INFO:

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 organized and timely manner and payments are within the agreed supplier payment terms

? 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
• Analyzing the aging of the purchase order listing and goods received listing
• Ensure accurate matching of purchase orders, goods received notes and the invoice 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 centers
• 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
• 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