Payment Clerk Assistant

SUMMARY:
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POSITION INFO:

JOB PURPOSE
To ensure the validity of supplier invoices for VAT purposes and to ensure that all supplier invoices
(including rental invoices) are approved before supplier payments are released on the bank by
authorized signatories. Manage the process for new bank accounts, debit cards and speed points.

KEY RESPONSIBLILITIES

• Ensure validity of supplier invoices for VAT: Company details, name of the store is correct to
  whom invoice was issued, store address, VAT number and banking details.
• Ensure Master Data list for Suppliers are kept up to date monthly with new suppliers added.
• Monthly review of Master Supplier list.
• Compile and save supplier invoices (including rental invoices) into relevant folders for
  monthly processing and approval.
• Banking:

1. • Apply for new bank accounts after approval by store and Group Financial Manager.
   • Prepare documents for approval process by relevant signatories and send to the
     bank after approved documents have been received.
   • Send out bank confirmations to all relevant parties once bank confirmations are
     received from the bank.
   • Speed point applications for stores.
   • Prepare documents for approval process by relevant signatories and send to the bank after approved documents have been
     received.
   • Arrange installation date for new speed points with FNB and relevant store. Date to
     be confirmed with Payments Clerk.
   • Debit card applications and cancellations – new stores, store manager switches,
     store manager dismissals, store manager take-on. Prepare documents for approval
     process by relevant signatories and send to the bank after approved documents have
     been received.
   • Follow up on delayed responses.

• Trackers for New bank accounts, debit cards and speed points have to be
  maintained.
• Compose letters to the bank for accounts that have to be closed. Approval for
  closure of bank accounts have to be obtained from the Group Financial Manager.
• Track Corporate Store vehicles and pulls weekly reports.
• Various ad-hoc on request from Payments Clerk and Senior Management.

SKILLS, EXPERIENCE & COMPETENCIES

• 1-2 years + experience in administration
• Minimum education: Matric
• Able to work independently and in a team.
• Must be flexible with open mind to find solutions and overcome challenges.
• Ability to multitask and work under pressure.
• Trustworthy, reliable and responsible.
• Attention to detail.
• Computer literate, specifically excel (Intermediate level a requisite).

PERSONAL CHARACTERISICS:

• Must be able to work under pressure.
• Well spoken (English), well presented and professional in approach.
• Disciplined to work with a team.