Job Description

Accounts Payable Supervisor



Accountable for quality, standards, service and desired outputs within inter-related functional areas of responsibility. May be responsible for work of others.



Job Purpose

Effectively managing a team of Accounts Payable Administrators, to meet agreed financial goals. Monitoring and controlling the Financial and Administrative aspects of Accounts Payable, day to day operations of Accounts Payable Key Controls.



Key Accountabilities and Outputs

Principal Accountabilities

Maintain a large number of Vendor accounts while staying in compliance with company policies and procedures

Management and reconciliation of Foreign creditors with a full and through understanding of Foreign payments

Supervise a team of selected Accounts Payable Administrators to ensure efficient and accurate control measures in line with documented policies and procedures. Authorisation and accuracy of all processed entries

Actively engaging with all relavant internal and external stakeholders and resolve all payment related queries that could potentially impact Business reputational risk and result in the breakdown of goods/services supply

Assess the efficiency and effectiveness of Accounts Payable processes to streamline workflow by implementing effective Business solutions. Communicate and review processes implemented to ensure Business efficiency and effectiveness

Provide oversight, guidance and coaching to all Accounts Payable Administrators

Have good understanding and knowledge of SA VAT requirements ensuring Business compliance to prevent potential liability against company from third parties e.g. SARS

Ensure the AP Team is well versed with SARS requirements for a tax invoice, that the AP Team is validating all invoices received from the Vendor prior to capturing

Ensure that AP Linking is completed timely by the AP Team and that 3-way matches are done for every transaction (PO/GRV/Vendor Invoice)

Build and maintain sustainable supplier relations to resolve issues, serve as a resource in troubleshooting complex matters and ensure that problems / queries are responded to appropriately and in a timely manner

Ensure that Vendor statements are obtained timely

Ensure monthly Vendor reconciliations are performed timely for every supplier and that all reconciliations are appropriately reviewed. Assist the Team in preparation of Vendor reconciliations when required

Ensure all Vendor accounts are up to date and liaise with other departments where necessary to ensure costs are processed timely

Ensure all Vendors are paid as per the agreed Vendor terms

Ensure Vendor credit limits are not exceeded at any given time

Detailed review and approval of the daily payment file

Ensure Vendor payments are loaded in the Banking profile correctly and all appropriate checks are completed to validate payment amounts and Vendor banking details

Ensure remittances and proof of payment are sent to the Vendor timely

Effectively manage weekly cash flow forecasting to ensure that adequate cash resources are available to execute payment runs

Maintain monthly audit review of assigned Supplier reconciliations

Vendor Master Data review and maintenance on new Vendors, changes on existing, dormant Vendors and credit limits according to AP policy

To work closely with Procurement department to drive continuous improvement on creditor days

Provide detailed analysis on monthly AP performance in line with DPO targets as well as commentary on the movement of the Age Analysis and GRV reports

Assist the external auditors with all their requirements

Help identify gaps and opportunities for Accounts Payable process optimisation including improving on current SOPs

Track and monitor performance of Accounts Payable processes against KPIs and implement corrective actions where necessary

Ensure that the agreed timetables for the Accounts Payable department (month-end and year-end) are adhered to timely

Demonstrate leadership skills and develop new and exisisting employees

Meet and exceed cash flow and working capital targets by being responsible for monitoring supplier payments

Attend Supplier visits as required to enable and support the Business strategy



Monthly reconciliation of Supplier Ledger accounts

Adherence to the health, safety and environmental standards

Ensure compliance to all relevant legislation General

Provide ongoing support and coaching for subordinates in line with monthly performance reviews

Conversant with relevant business information, policies, processes and procedures



Maintains expected performance standards

Perform advanced Excel formulas for reporting purposes and to present financial information to Senior Management

While s are written up for the purpose of a basic outline of the work and responsibilities associated with the Job, the Company encourages and expects all employees from time to time, to assist with work that may not be a direct part of their job description.



Qualifications and Experience

National Diploma / NQF 6 (Essential)

Upto 7 years experience (Operational) FMCG, creditors control experience having dealt with large supplier accounts.

Microsoft, MS Excel (Advanced), SAP knowledge



Key Qualities

Critical Success Factors

Previous FMCG experience is an advantage

Financial understanding & accuracy

Proficient with all Microsoft Office tools Advanced Excel user

Analytical mind, organized, precise and meticulous

Ability to take initiative, learn quickly and strive forward

Ability to coach and mentor teams

Communication

Routine communication with internal and external clients and suppliers with a high level of diplomacy and sensitivity Problem Solving

Proactive identification of functional problems related to a specific process or policy, determine cause and impact, and choose the best alternative to solve the problem based on guidelines provided and an understanding of the theory or practices underpinning the problem.

Relationships Maintained

Internal and others outside the organisation

Behavioural Competencies

Customer Relations

Asks questions to identify customer needs or expectations

Follows through and meets personal commitments to others on time



Takes responsibilities seriously and consistently meets the clients expectations for quality, service, and professionalism.

Continuously monitors delivery to make sure the customer is receiving good service

Shows a strong commitment to exceeding customer expectations

Able to own responsibility for mistakes, apologise and make suitable changes to services



Planning and Organising

Manages time effectively, ensuring effective completion of tasks under stressful deadlines.

Able to prioritise activities and resources, ensuring that results are achieved effectively.

Able to evaluate progress and make appropriate adjustments to initial plans, ensuring a successful outcome.



Analytical Thinking

Able to take a complex task and breaking it down into manageable parts in a logical, detailed way.

Thinks of multiple explanations or alternatives to a problem

Able to identify the information needed to solve a problem effectively

Performs tasks accurately and thoroughly, making adjustments to ensure needs are met

Considers business priorities when making decisions or analysing the costs and benefits of various alternative solutions.



Verbal Communication

Able to communicate verbally in a logical manner.

Takes the intended audience into account when communicating verbal information.

Makes use of appropriate business language in verbal communication.

Includes all relevant information in verbal arguments.

Demonstrates proficiency of language in verbal communication.

Interprets complex information to expresses own viewpoint in verbal communication.

Concludes verbal arguments by making reference to relevant facts



Written Communication

Able to write in a logical manner.

Takes the intended audience into account when communicating information in writing.

Makes use of appropriate business language in writing.

Includes all relevant information in written arguments.

Demonstrates proficiency of language in writing.

Interprets complex information and expresses own viewpoint in writing.

Concludes written arguments by making reference to relevant facts