Bookkeeper/Assistant Accountant

KEY PERFORMANCE AREAS

• Debtors and Credit Control (Accounts Receivable)
• Local and Foreign Creditors (Accounts Payable)
• Landed Costs
• Banking and cashbooks
• Petty cash
• Journals
• Capture of Incoming Shipments details on SARS Summary sheets
• VAT
• General Ledger Account Analysis
• Audits
• Filing and archiving
• Confidentiality and security
• Systems & procedures
• SAP B1 use
• Teamwork
• Compliance with Internal Policies and Processes and Quality Management system
• General

KEY PERFORMANCE AREAS (in detail)

Debtors and Creditors Control

• Responsible for managing Accounts Receivable balances within defined company payment terms
• Ensures that relevant customer contact receives invoices (end user, procurement or accounts department)
• Follows up unpaid invoices
• Runs weekly system-generated debtors age analysis reports for review by FM and FD
• Reports on debtor status and outstanding invoices
• Manages Customer credit applications
• Processes Down Payment Invoices on request from Customer Service Specialists

Creditors (Accounts Payable)

• Local Creditors
• Processes Purchase orders for Local Suppliers where necessary.
• Captures invoices on SAP B1.
• Processes debits/ returns in respect of adjustments or errors – Financial Manager to authorize
• Processes staff expense claims
• Prepares weekly/monthly payment schedules.
• Overseas Suppliers
• Processes supplier invoices from Goods Received Notes (GRPOs) on SAP B1 and checks detail to supplier tax invoice.
• All Creditors
• Resolves any accounting queries in respect of amounts on statements, missing documents etc.
• Prepares formal creditors reconciliations for review by Financial Manager
• Prepares supplier remittance advices and emails to supplier for payments made.

Landed costs

• Captures Landed costs for all incoming shipments
• Processes adjustments to landed costs

Banking

• Captures and allocates Banking data for Company bank accounts, credit cards and petty cash accounts.
• Prepares monthly reconciliations of credit card general ledger accounts to statements and petty cash reconciliation.
• Loads creditor payments on banking platform

Petty cash – Cape Town

• Administers petty cash box, ensuring that all withdrawals are signed for and are supported by slips/invoices
• Performs monthly petty cash counts prior to handing over to Financial Manager to check and sign off

Journals

• Captures journals in respect of credit card & petty cash, for approval by Financial Manager.
• Captures any adhoc and correcting journals in respect of SAP B1 data entries, on request and for approval by Financial Manager.

Capture of Incoming Shipments details on SARS Summary sheets

• Recording of Import VAT and Customs Documentation References for Customs VAT Reconciliation purposes

VAT

• Prepares monthly VAT calculation for review by the Financial Manager

General Ledger Account Analysis

• Prepares detailed and accurate analysis of general ledger accounts on a monthly basis

Audits

• Retrieves documentation and provides information for the auditor, as required, during the annual audit.
• Assists with preparation for and collation of documents required for the annual BEE verification

 

Filing, Document Scanning and Archiving

• Responsible for filing and archiving for the Finance department, for easy retrieval of documents as and when required
• Maximises efficient use of storage space and resources
• Utilises SAP B1 for filing and retrieval
• On instruction disposes of archived material at the end of retention period

Maintenance of Confidentiality & Security

• Maintains absolute confidentiality regarding Internet banking & ABSA/Barclays international banking platform logon procedures, passwords and user names.
• Maintains absolute confidentiality regarding financial and any other confidential company or employee data.
• Follows best practice working procedures to ensure confidentiality of electronic files, documents and working papers

Systems & procedures

• Writes/maintains written records of own systems and procedures in the form of a Standard Operating Procedure Manual

SAP B1 use

• Demonstrates full understanding of and is competent in the use of SAP B1 functionality and processes relevant to position

Teamwork

• Consistently demonstrates willingness to assist colleagues with tasks to ensure smooth operations in department
• Provides back-up assistance to other members of the team on request from manager
• Contributes positively towards a professional and pleasant working environment in department and company
• Communicates professionally with colleagues and managers at all times

Compliance with Internal Policies and Processes and Quality Management System

• Shows commitment to the effectiveness of the Quality Management System through full compliance with the quality policy, quality objectives and non-conformance and corrective action processes
• Provides appropriately detailed verbal and written feedback/reports to managers to agreed timescales and in agreed format
• Demonstrates responsiveness to follow up requests from internal and external customers, managers and colleague (if relevant)
• Communicates professionally with colleagues and managers at all times
• Complies with deadlines on required elements of personal administration on request from managers
• Copies relevant managers and colleagues on email communication with customers when relevant or as requested by managers
• Ensures ongoing knowledge of and complies with company policies published on the company’s SharePoint site

General

• Performs any other relevant activities required for effective completion of his/her job.
• May be required to perform other duties to ensure continuity of operations at the company

 

FUNCTIONS

Carries out a variety of financial and administrative duties. Maintains accounting and administrative systems and procedures, utilizing appropriate resources and software applications.

WORKING DAYS/HOURS

Monday to Friday 8:00 – 17:00

WORKING CONDITIONS

• This is an office-based environment.
• There are no extremes of noise, or other adverse environmental factors

PERSONAL COMPETENCIES

• Fluent in English & Afrikaans (written and spoken)
• Strong organisational skills
• Ability to use own initiative
• Strong interpersonal skills, ability to communicate at all levels
• Upholds the highest levels of ethics and integrity
• Strong communication skills, verbal and written
• Professional telephone manner
• Ability to adapt to changing priorities and to remain flexible in approach to various tasks
• Ability to work accurately under pressure and prioritise tasks to meet deadlines
• Strong attention to detail

OTHER REQUIREMENTS

• Own transport and driver’s licence

QUALIFICATIONS

• Matric (grade 12)
• Formal post-matric qualification (degree or diploma) in accounting/business administration from recognised tertiary educational institution, with accounting as a major subject

SKILL/EXPERIENCE NECESSARY

• Minimum 5 years relevant commercial experience
• Accurate and complete accounting data capture
• Proven proficiency in MS Office (Word, Excel & Outlook)
• Competence in SAP B1 ERP system
• Proven ability to compile and present spreadsheet data, maximising use of formulae and functions to facilitate ease of following
• Excellent numeracy skills

ON-THE-JOB TRAINING

• In-house systems
• Out-sourced training as appropriate