Posted: 17 October 2024
Job Details
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 ÃÂâ 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 ÃÂâ 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
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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 companyÃÂâs 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
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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 ÃÂâ 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 driverÃÂâs 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