Job Description

Job Advert Summary

The GWF Debtors/Creditors Clerk is responsible for the accurate, timely and compliant management of the organisation's debtors and creditors functions. The role ensures that all debtor and creditor accounts are correctly reconciled, transactions are accurately recorded, payments are processed within agreed terms, and outstanding balances are followed up and resolved timeously.



The position plays a critical role in maintaining financial integrity, supporting cash flow management, and ensuring that all records are complete, audit-ready, and aligned with internal controls and reporting deadlines.

Minimum Requirements

Education

Grade 12 (Matric) with Mathematics and Accounting Relevant finance or accounting qualification (minimum

NQF Level 4 or 5

)
(e.g. Accounting, Bookkeeping, Financial Management or similar)

Experience

Minimum

2 years' proven experience

in a Debtors and Creditors role Experience with account reconciliations, journals, age analysis and payment processing

Knowledge & Skills

Sound understanding of basic accounting principles Strong reconciliation and numerical skills Experience using accounting systems (e.g. Sage, Pastel, Syspro or similar) Proficiency in MS Excel and MS Office Ability to meet strict deadlines with a high level of accuracy Good communication skills for internal and external stakeholder engagement Strong filing, record-keeping and administrative skills

Behavioural Requirements

High attention to detail and accuracy Strong sense of accountability and integrity Ability to work independently and under pressure Good planning and time-management skills

Duties and Responsibilities

Debtors Management

Take full ownership of the debtors book, ensuring

100% accuracy, completeness and integrity

at all times. Reconcile all debtor accounts regularly and ensure

no unresolved reconciling items

remain. Prepare, issue and distribute

weekly and monthly debtor statements

in line with agreed timelines. Actively

follow up on outstanding debtor balances

, engaging with customers and internal stakeholders to ensure timeous collection. Process and accurately allocate all debtor receipts, journals, credit notes and adjustments

without delay

. Manage and monitor

monthly debit orders

, ensuring correct invoicing, successful processing and immediate resolution of failures. Compile, maintain and distribute

age analysis reports

, debtor days calculations and debtor query reports as required by management. Manage the

onboarding of new debtors

, including credit applications, credit checks, system setup and maintenance of complete supporting documentation. Escalate high-risk or overdue accounts timeously with clear recommendations for action.

Creditors Management

Take full responsibility for the creditors book, ensuring that all accounts are

fully reconciled and supported

prior to payment. Perform monthly creditor reconciliations and ensure

all discrepancies are investigated and resolved

before payment processing. Plan creditor payments in line with

cash flow availability, agreed payment terms and management instructions

. Prepare accurate payment schedules and supporting documentation within strict monthly deadlines. Process and allocate all creditor journals, invoices, credit notes, payments and corrections accurately and timeously. Ensure that

no payments are processed without valid, approved and complete supporting documentation

. Confirm that creditor reconciliations

balance to the cent

before payments are submitted for loading. Manage supplier onboarding, including collection and verification of supplier documentation, banking details and system setup. Manage

e-toll additions and removals

accurately and timeously. Monitor and maintain creditor days in line with agreed targets (e.g. 45 days).

Reporting, Controls and Compliance

Prepare and submit all required

weekly and monthly reports

within deadlines, including:

+ Debtors query reports
+ Age analyses
+ Statement status reports
+ Payment schedules
Ensure compliance with internal financial controls, policies and procedures at all times. Maintain records in a manner that is

audit-ready

, traceable and compliant with statutory and organisational requirements. Identify process inefficiencies or control weaknesses and proactively recommend improvements. Support internal and external audits by providing accurate information and documentation when required.

Filing, Record Keeping and Administration

Maintain

systematic, accurate and up-to-date filing systems

for all debtor and creditor documentation. Ensure all reconciliations, invoices, journals, payment proofs and correspondence are properly filed and easily retrievable. Create new files and archive records annually in line with company retention policies. Ensure all financial records reflect

accuracy, completeness and consistency

for management reporting purposes.

Performance, Accountability and Professional Conduct

Meet

all deadlines without exception

, recognising that deadline adherence forms a critical component of performance. Work independently while maintaining effective collaboration with finance, sales, operations and management. Exercise a high level of

professional judgement, confidentiality and integrity

at all times. Take accountability for errors and ensure corrective action is implemented immediately. * Continuously improve job knowledge and technical competence related to the role.