Duties and responsibilities

SUPPLIER MANAGEMENT

• Conduct due diligence for new and existing suppliers
• Ensure all required documentation is obtained and processed in compliance with supplier due diligence process
• Send documentation to bookkeeper to load new supplier on CMS
• Confirm that all information loaded by the bookkeeper is correct and validate banking details.
• Engage with Bank & Cash to ensure supplier loaded as a bank beneficiary
• Ensure supplier information is complete in terms of SARS Vat requirements
• Ensure suppliers with no activity after 36 months are closed
• Establish and maintain good relationships with suppliers

ACCOUNTS PAYABLE

• Ensure timely and accurate invoice capturing to correct suppliers and cost accounts
• General ledger account allocations
• Transactional detail including VAT calculation
• Reconciliation to supplier statements
• Payment sessions to be posted daily
• Authorise creditor payment requests
• Ensure payment pack agrees to CMS transaction detail
• Ensure that invoices are approved by the respective managers/partners
• Submit/oversee submission to Bank & Cash department for payment
• Check and approve GL account allocations on ad hoc payment requests ensuring the dates, partner’s signatures and payment references are correct
• Manage age analysis and resolve outstanding invoices and/or credit notes in line with supplier payment terms
• Liaise with partners, staff and suppliers on Accounts Payable queries
• Manage and reconcile CIPC deposit accounts and firm credit card transactions

CASH FLOW MANAGEMENT

• Manage payment cycles to maximize cash flow.
• Ensure accurate cash outflow forecasts.
• Monitor creditor payments against due dates.
• Prepare various forecasting reports ensuring all known costs are captured

ACCOUNTING AND REPORTING

• Prepare monthly reconciliations and ensure completeness of expenses
• Prepare general ledger journals ensuring expenses are recorded consistently aiding accurate comparisons and profitability analysis
• Ensure creditors ageing always agrees to the AP control account
• Maintain month-end schedules and ensure accurate reporting.  Assist with BBBEE certification and annual financial audits

STAFF MANAGEMENT

• Manage the Accounts Payable team
• Set objectives and provide coaching and mentoring
• Ensure staff provide support to stakeholders in line with the ethos of the firm
• Conduct regular team meetings

PROCESS AND PROCEDURE

• Ensure adherence to Firm policies and procedures
• Identify and resolve system and process-related issues

INNOVATION

• Stay updated with new technological solutions with a view to continuous improving of process efficiencies

Requirements

Skills and knowledge

• Ability to work under pressure
• Ability to work independently and use initiative
• Strong communication, interpersonal skills
• Computer literacy skills especially in MS Office and Excel
• Strong ethical values
• Bookkeeping to balance sheet stage
• CMS would be an advantage
• Accounts Payables experience
• Business English both written and verbal
• Ability to make limited changes to website

 Qualification/s

• Grade 12 (Matric) or equivalent – Accounting and Mathematics essential
• Certificate/Diploma – Bookkeeping Or BCOM Finance
• Managing high volumes of transactions
• Accounts payable
• Supervising a team (5+ years in creditors/accounts payable environment)