Job Description

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Job Purpose

To ensuring the timeous payment of suppliers by "stretching supplier payment terms" without hampering the supply of materials and services. (Planning, budgeting and forecast, Performance reporting and analytics, Service Management and Continuous Improvement, Planning & Controlling, Payments)

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Principal Accountabilities

Planning, budgeting and forecast

Develop a payment schedule for suppliers based on the Creditors Age Analysis. Contribute to the development of the Cash Flow Forecast with information for suppliers and Human Resources payments. Raise and Manage Accruals on a Monthly basis, where invoices have not been received, to contribute to valid, accurate and complete reporting.

Performance reporting and analytics

Confirm receipt of all documents sent to the section and that they are properly approved before they can be processed for payment. Liaison with Technical Materials and Sales & Marketing Department for all suppliers related matters. Ensure that Invoices are captured in the financial system (SAP) timeously (immediately on receipt with the necessary expense authorization where applicable*) to contribute to raising of expenses and creditors in the correct accounting period.
Ensure payment on time in accordance with contracts and payment requisitions, purchase orders, expense requisition and invoices. (Ensure three way matching before payment*).
Adhere to internal controls for the section. Maintain Accounts Payable System and related interfaces to ensure reliable information to facilitate timeous payments to suppliers. Prepare Monthly Supplier / Creditor / Vendor Reconciliations, and submit to Line Manager for approval. Prepare / propose a request for payment of Foreign Suppliers and request foreign currency funding for payment of Foreign Suppliers through Banking and Final Accounts Section. Propose and recommend Local Suppliers for payment. Produce a Creditor Age Analysis on a Monthly basis. Ensure proper, relevant and adequate record for all payments made are maintained and retrievable as and when required. Prepare all Human Resources payments for processing, verification, release, and send Proof of Payment accordingly. Liaison with Financial Officer: Bank and Final Accounts for all cash related matters.

Service Management and Continuous Improvement

Timeously respond to supplier from Technical Material / Supply Chain Management, Sales & Marketing and HR payment queries; Continuously monitor and introduce areas for improvement by acquiring and providing feedback and tracking performance statistics; Attend Continuous Professional Development sessions for the department;

Planning & Controlling

+ By capturing invoices with expenses authorization in time onto the system, generate Creditors Age Analysis, + Produce the Upfront Payment Report on a Monthly basis for all Pro-forma payments.
+ Contribute to Cash Flow Management by producing a Cash Flow Forecast on a Weekly and Monthly basis. (This should involve liaison with all affected parties for payment, like Human Resources, Technical Materials, etc.
+ Maintain the Creditors Master File, and ensure that all amendments are in line with the proper procedures and approvals. (This should include creation of a new supplier after the Line Manager's Approval - the system should not allow final Creditor / Supplier Amendment without the Manager's approval / confirmation).

Payments

Prepare and propose and do payment run in line with the Cash Flow Forecast, Upload payments in the system for payment, Send Proof of Payments (POPs) and Remittance of advice after every payment, Ensure that releasers for payments are available, and their register is updated; Ensure that all payments are properly scrutinized before executed; Contribute to the development of the Cash Flow Forecast by ensuring that payments are in line in included therein according to the Creditors Age Analysis;

Coordinate the receipt of all payments due, and to be included in the Cash Flow Forecast.

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Qualifications & Experience

Matric with Financial Accounting



Bachelor degree/diploma with Financial Accounting an advantage

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Knowledge and Skills

PC Literate - MS Office



SAP, AMOS



PFMA

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Attributes

Analytical Skills



Leadership Skills



Tactful



Motivate self and others



Negotiation Skills



Attention to detail



Planning and Organising



Dispute resolution



Interpersonal skills



Facilitation skills

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Additional Information