Job Description

ROLE PURPOSE

The Creditors Clerk is responsible for managing and maintaining the accounts payable ledger, ensuring that all supplier invoices are accurately processed, reconciled, and paid on time. This role plays a key part in maintaining good supplier relationships and supporting the financial health of the organization.

ROLE REQUIREMENT

Receive, verify, and capture opex/capex purchase orders into the accounting system. Ensure all purchase requisitions and /or expense claims have been duly authorized. Ensure purchase requisitions, quotes/ invoices are matched correctly with purchase orders Check for accuracy in GL accounts, pricing, quantities, and VAT calculations. Ensuring Open PO Report and GRV Accruals report is maintained Receive, verify, and capture supplier invoices into the accounting system. Ensure invoices are matched correctly with purchase orders and delivery notes. Reconcile supplier statements with the creditor's ledger on a monthly basis. Investigate and resolve any discrepancies between supplier accounts and company records. Prepare payment batches in line with supplier terms and company cash flow. Ensure all payments are authorized and supported by valid documentation. Process payments accurately and on time. Process payments to international suppliers in foreign currencies, ensuring compliance with exchange control regulations and company policies. Liaise with banks to facilitate international wire transfers (e.g., SWIFT payments). Monitor exchange rates and ensure accurate currency conversions. Maintain records of foreign transactions and assist with related reporting and reconciliations. Act as the first point of contact for supplier queries regarding payments or invoices. Liaise with internal departments (e.g., order management, logistics, finance) to resolve issues. Maintain a log of queries and resolutions for tracking and reporting. Maintain organized and secure filing systems for invoices, statements, and payment records. Ensure compliance with audit and financial control requirements. Archive documents according to company policy and legal retention guidelines. Assist with month-end closing by ensuring all invoices are captured and reconciled. Provide reports on outstanding creditors, payment schedules, and reconciliations. Support the finance team with audit preparation and financial reporting. Adhere to internal financial policies and procedures. Ensure compliance with tax regulations, including VAT and withholding tax. Identify and escalate any irregularities or potential fraud. Suggest improvements to streamline the accounts payable process. Participate in system upgrades or transitions when required. Stay updated with best practices in creditors management.

TECHNICAL / PROFESSIONAL COMPETENCIES

In depth knowledge of Sage X3and/or accounting system Basic Accounting Knowledge Proficiency in Microsoft Office In depth knowledge of creditors processes

QUALIFICATIONS & EXPERIENCE

Grade 12 / Matric certificate. A diploma or certificate in Accounting, Finance, or a related field is advantageous. 5+ years of experience in a similar creditors/accounts payable role. Proficiency in accounting software (e.g., SAP, Pastel, Sage, or similar) Experience in Sage X3 is advantageous. Strong Excel skills and attention to detail. Good communication and interpersonal skills. * Ability to work under pressure and meet deadlines