Job Description

General information
Administrator M/F
General informations
White Horse Carriers (Zalawi / Whitehorse), based in South Africa, is company of Africa Global Logistics, a division of the MSC Group. It has developed its expertise over 50 years in road haulage and currently runs over 500 trucks on the corridor from Durban / Walvis Bay to the Copperbelt and Katanga region with a local work force of 600 astute professionals. It is one of the largest cross-border transportation companies operating in the southern region of Africa. With over 50 years of experience and a fleet of more than 520 vehicles, we are committed to providing reliable and efficient transport services across borders. Join our team and be a part of a leading logistics company dedicated to excellence and innovation in the transportation industry.
Job description
Job Title
ACCOUNTING
Administrator M/F
Contract Type
PERMANENT
Job Location
Africa, South Africa, JOHANNESBURG
Working Hours
Full time
Mission Description
Job Purpose:
The Administrator is responsible for the accurate receipt, tracking, circulation, and control of all supplier invoices. This role ensures that invoices are signed by the correct approvers, maintains a complete record of the invoice workflow, and hands approved invoices to the applicable account owners for timely processing., ensuring compliance with company standards.
Profile
Job Function:
Invoice Receipt & Verification

• Receive all supplier invoices via email or hard copy.
• Verify invoices for completeness (supplier details, purchase order number, supporting documents, amounts, dates).
• Log newly received invoices in the invoice register or tracking system.

Invoice Circulation & Approval Workflow

• Distribute invoices to the correct signatories based on approval levels and department ownership.
• Follow up with approvers to ensure invoices are signed timeously.
• Maintain a clear audit trail of invoice movement, including dates sent, received, and signed.
• Identify and escalate overdue approvals or missing information.

Invoice Tracking & Record Keeping

• Update the invoice tracking register daily, ensuring accurate status updates.
• Ensure all supporting documentation is attached and complete before passing invoices forward.
• File and store digital and physical copies in the correct folders for future audit reference.

Handover to Accounts / Budget Owners

• Once invoices are fully approved, hand them to the applicable account owner for financial processing.
• Track handovers to ensure none are misplaced or delayed.
• Support month end processing by ensuring all outstanding invoices are accounted for.

General Administration

• Perform ad hoc administrative tasks as requested by management or the finance team.
• Maintain an organised filing system (electronic and physical).
• Assist with scanning, indexing, and archiving documents.
• Support departments when administrative help is required.

QHSE

• Ensure all QHSE requirements are adhered to, and relevant policies and procedures are followed

Minimum Education, Experience Requirements & Core Competencies:

• Matric
• Minimum 1-2 years administrative experience (finance environment preferred).
• Computer literate, Excel Skills (Intermediate)
• Excellent communication and interpersonal skills
• Experience with invoice handling or document control is advantageous.

Skills Required