Accounts Administrator South Africa

To process creditors invoices so that payment may be made timeously and in terms of company policies and procedures. Ensures processing of invoices for payments are dealt with accurately, reliably and with consistency. To perform supplier reconciliations to follow up all unrecorded liabilities.

KEY RESULT AREAS/ESSENTIAL FUNCTIONS

VALIDATION OF INVOICES.	1. Receives invoices and delivery notes from suppliers, sites, by post, E-mail and via the documents management system. Print and date stamp invoices upon receipt 2. Checks all the relevant information in terms of procedures including: Address, valid tax invoice, unit price, order number, quantity, vat and with holding tax, if applicable 3. Examines invoices for special arrangements e.g. penalties for late payment and discounts for early payments. Processes payments urgently if necessary to prevent penalties and takes advantage of discount whenever possible. 4. Negotiates early payments of invoices with creditors for a discount in terms of departmental guidelines in cases when creditors urgently require payment of invoices.
E-MAIL CONTROL	1. E-mail addresses must be controlled on a daily basis 2. Print invoices from e-mail and process as per above 3. Queries must be followed up and reply back to the supplier or site 4. Follow up any requests from site or suppliers and reply as soon as possible.
RELIABLE AND ACCURATE PROCESSING	1. Captures all the required information for processing payments of invoices in terms of the accounting system. This system validates information and indicates information rejected. 2. Submit correct vendor number to ensure correct payment to the correct supplier. 3. Investigates invoices rejected and takes appropriate action with persons affected e.g. buyer, supplier or coordinator e.g. Invoices outside order value for stock or price variance. Appropriate action could include creating an adjustment voucher and obtaining a credit note from the creditor Invoices paid under or over order value must be investigated and prepared on a price variance report and authorized by the Accounts Payable Supervisor. 4. Determines sales tax implications i.e. zero rated, 14 %, not registered for VAT for SA suppliers and 18% or 20 % for Tanzanian suppliers, and correct WHT percentage on each invoice. If requirements are not met, discuses matter with respective creditor or Tax Manager and resolve the issue. 5. Adheres to deadlines of payments, to ensure that expenditure can be well managed. 6. If there is a query on the invoice and the invoice can not be processed, log the query on the document management system or query log on the share folder and forward to responsible person to solve the query. 7. The outstanding queries logged should be followed up on a weekly basis to ensure it is resolved as quickly as possible PAYMENT PROCESSING 1. Once invoices have been entered into the system a commitment/payment report has to be generated. 2. If any back charges needs to be deducted from the payment and appears on the commitment report, attach relevant backup 3. Any old outstanding items on the commitment/payment reports must be investigated and cleared for every payment. 4. Check and verify that you have all invoices, and collate all invoices as per the commitment/payment report. 5. Check and verify for correct supplier, invoice number and amount to be paid. 6. Run payment in accounting system and attach all relevant reports and upload payment into bank, ensure that the commitment/payment report balance to the payment log and the payment log balance with the remittance advice and the remittance advice balance to the Bank payment summary 7. Attach bank audit report and hand to AP Manager/supervisors for verification. 8. When payments have been released from the bank, invoices must be filed according to alpha numeric and bank audit report with commitments attached must be filed according to currency and date paid.

ACCOUNTS ADMINISTERED.

1. Monitors continuously that information on creditors is kept up to date. Both personal details e.g. change of address and banking details, particularly when a change of banks take place.

2. Reconciles each vendor account in section monthly to determine outstanding liabilities and reasons therefore e.g. short deliveries, price differences and goods returned to supplier. If certain documents outstanding contact suppliers to provide these so that liability can be eliminated.

3. Adheres to both internal and external audit requirements (sox complaint) to ensure accurate, reliable and consistent bookkeeping and processing of payments.

4. Adheres to month end procedures and ensures that all invoices are entered into accounting system by this time.

5. Ensures that all payments are released from bank before month end cut-off on the 25^th of each month to ensure there are no bank reconciling items

6. Investigate and clear old outstanding items on the goods received not paid report.

PROCEDURAL COMPLIANCE.

1. Implements and adheres to departmental policies and procedures completely, so as to ensure accurate and reliable accounting procedures, implementing ”best international practices” and limiting the possibilities of irregularities, including theft and fraud.

2. Conducts reconciliations accurately to ensure under or overpayments do not occur.

3. Protects the interests of the company at all times and keeps AP Manager updated of even the slightest irregular trends developing. Ensures signatures of HOD’s and those receiving goods and services are valid and reliable.

4. Applies procedures of other departments enabling accounts administrator to solve queries.

5. Stop payments are affected if no co-operation is received from suppliers to solve important old liabilities. Investigation of effects on company relationship with supplier must be effectively conducted before requesting stop payment. Discusses with seniors in department if necessary.

6. Maintains confidentiality of all contracts and suppliers. This is of great importance to the company; no information may be given to outside parties.

RECORD KEEPING

1. Records accurately all invoices with queries on document management system

2. Check document management system regularly to identify which invoices have not been returned for payment. Follow-up on these with the respective persons ensuring an efficient payment service to creditors in terms of departmental policies.

3. Ensure payments are filed on a daily basis and good housekeeping practice is adhered to.

7. EFFICIENT CUSTOMER SERVICE

1. Receives phone calls from creditors with questions or queries regarding payment of invoices. Listens carefully to fully understand the problem then explains the position, at times being able to accelerate payment and thus please the customer. In other instances is not able to meet the hopes of customers due to procedural demands and tactfully explains the position. At times employees have been slow to process invoices and there is little that can be done to accelerate payment. At times clients expect the impossible although generally they are reasonable. At times customers will visit the incumbents personally if based locally.

2. Develops a healthy working relationship with admin personnel of different companies. Queries many issues e.g.: (1) amounts on invoices (2) delivery of supplies or service (3) incorrect goods (4) goods returned (5) credit notes with suppliers.

3. Provides information and advice to employees, auditors and management (internal customers) as requested regarding the processing of creditors invoices. Has regular contact with supply and site members on the verification process of invoices

4. Maintains sound relationships with creditors as goodwill can be beneficial to the company when prices are negotiated and the company has a good reputation for quick and efficient payment of invoices. Discounts can be lost if relationships are poor.

5. Solves queries effectively with creditors. When no co-operation is received from the Creditors Controller, deals directly with Financial Accountant, Director or Owner of company.

6. Ensures a follow-up call or e-mail is made when a query has been deemed complete to ensure that a satisfactory resolution has been reached.

TEAM EFFECTIVENESS.

1. Adheres to the principles of effective teamwork realizing the importance of: (1) placing team priorities before individual priorities, and (2) productivity. Works towards the achievement of accounting team goals in terms of maintaining accurate and reliable creditor records and accounts. Works with the other disciplines and teams, assisting them to achieve their targets efficiently.

2. Assists the AP Manager to perform duties of other members of accounting team as and when required. Receives calls relating to other sections when other team members are not available, handles them as efficiently as possible. Undertakes multi- skill training as required in order to improve the productivity and service of the department.

3. Utilizes software accounting systems optimally and makes recommendations on potential improvements. Undertakes software training when required e.g. new software introduced

4. Develops a good image to customers and employees of the company, of the Finance and Admin department.

5. Determines priorities and alters them throughout each day depending on needs of AP Manager, management and important clients.

EDUCATION / QUALIFICATIONS

Minimum: Grade 12.

Statutory: N/A

Advantages: Certificate/diploma in bookkeeping.

Literacy Level: Written, Spoken and Reading English. Computer literate.

Position-related experience and recognition of prior learning

Type: General bookkeeping experience preferably in mining industry

Job

Accounts Payable

Primary Location

South Africa-Gauteng Province-Johannesburg Regional Head Office