JOB PURPOSE Ensure that all the organisations Accounts Payable transactions and associated administration are accounted for and administered in compliance with all relevant organisational financial policies and procedures. Coordinate and monitor specific processes to support the implementation and execution of the Audit plan.KEY RESULT AREACapturing InvoicesEnsure that all purchase orders are matched to suppliers delivery notes and invoicesCheck that correct cost centre codes have been allocatedCapture all creditors transactions to the Suppliers LedgerPost creditors transactions to the General LedgerEnsure that all creditors transactions are correctly accounted for within the relevant periodEnsure that all Commission Research project costs are correctly accounted forAccounts Payable ReconciliationReconcile Suppliers Ledger to Suppliers statements monthly by the 7th of each monthFor all situations where there is a supplier balance, investigate background and correct discrepanciesAttend to queries regarding suppliers and where unable to resolve queries report to Management AccountantPaymentsPrepare weekly payment schedule for submission to the Financial Officer for cash management purposesOn receipt of payment schedule from Financial Officer prepare payment batchRun and upload payment batch onto EFT systemSubmit payment batch to Financial Officer for reviewFor manual payments ensure that all cheques issued are registered in the Cheque RegisterProcess all debit orders onto Cash Book on a weekly basisReview age analysis to ensure that creditors aging is below 30-daysCreditors FilingMaintain updated accounts filing - Cancelled cheque requisitions, suppliers documentation, returned paid cheques, suppliers correspondence, creditors correspondence in accordance with orgaisational document and record management requirementsEnsure that Accounts Payable filing is accurate and updatedControl access to the organisations Accounts Payable Files and provide documentation to finance staff / auditors as requestedReconciliationsPrepare bank reconciliations on a weekly basisFollow-up on outstanding transactions and ensure that such transactions are captures timeouslyCorrect and follow-up on bank discrepanciesPrepare, on a monthly basis, General Ledger reconciliations due approval by the Management Accountant by the 7th of each monthFollow-up and correct reconciling items within 2 months of the transaction dateEnsure that appropriate accrual journals are prepared and processed on a monthly basis within the stipulated timeframesPetty Cash and Social ClubEnsure that predetermined petty cash float is maintainedRequisition additional petty cash funds, as requiredIssue petty cash to FFC staff in accordance with the petty cash procedureMaintain all relevant documentation pertaining to petty cashPrepare the monthly reconciliation for Gauteng Petty CashProcess all Petty Cash transactionsEnsure proper Petty Cash handover procedures are implemented for all times when the incumbent is absent from the work place Check monthly Petty Cash Reconciliation prepared by Administrative Secretary (Cape Town Office)Capture Cape Town Office Petty Cash into the General LedgerCapture Petty Cash (Gauteng and Cape Town Office)Perform Petty cash reconciliationsFinancial Policies and ProceduresEnsure that all financial transactions processed through the function are administered in line with the provisions of the Financial Policies and Procedures ManualWhere necessary, advise staff on correct procedures for processing of internal organisational transactionsEnsure that where procedural issues are not complied with, through the Creditors Controller intervention, these are reported to the Chief Financial Officer for corrective actionMake recommendations / proposals to the Chief Financial Officer for new or improved policies / proceduresCoordination of Internal Audit FunctionPrepare Audit File Trial Balance, General Ledger, Suppliers Ledger, all Reconciliations, Service Provider Contracts and Fixed Asset RegisterEnsure that all financial filing is updated and assist auditors in retrieving documentation, as requestedAssist auditors with any financial-related queriesEDUCATION AND EXPERIENCESenior Certificate with 10 years experience in a similar positionORA 3-year tertiary qualification with 2 years relevant experience in a similar position (processing, capturing, reconciliation)Intermediate to advanced computer literacy (excellent Excel skills)Exposure to relevant financial packages Pastel, Accpac, etcGood interpersonal and problem resolution skillsGood communication skillsCOMPETENCY PROFILETechnical CompetenciesAccounts Payable transaction skillsExperience in financial processesComputer Literacy - MSOfficeInternet / E-mailRelevant Financial packagesAccounting SoftwareCognitive CompetenciesAnalytical skillsStrong numerical skillsJudgementDecisivenessSupervisory CompetenciesPlanning / Organising / ControlFollow-upCoordination SkillsPersonal CompetenciesInitiativeAttention to detailAbility to meet deadlinesPerseverance / TenacityStress toleranceInterpersonal CompetenciesAssertivenessOrganisational sensitivityCultural diversityInfluencing skillsCommunication CompetenciesOral communicationCustomer care and follow through skillsWritten Communication - reports, correspondence Teamwork
