Accounts Payable Specialist

Introduction

A leading South African manufacturer and marketer of Traditional Sorghum Beer and alcoholic beverages  based in Isithebe is looking for an Accounts Payable Specialist.

The Accounts Payables Specialist perform crucial job functions that ensure vendors get paid for services rendered and products delivered. The candidate will review and process invoices, reconcile vendor statements, process and request payments for these vendors.

In addition, the candidate will be well organized, possess time management skills as well as the ability to multi-task by providing support to financial functions where necessary. As the candidate will be liaising with a wide range of vendors, he/she will be expected to have very good communication skills. The ability to work independently will also be a prerequisite.

Duties & Responsibilities

• Request Purchase Requests (PR), Purchase Orders (PO), Good Received Notes (GRN) and Proof of Delivery (POD) from breweries, plant and all departments.
• Request Vendor statements and invoices via E-mail, Post or hand delivery.
• Ensure Invoices are matched against PR, PO and GRN with reference to quantities, description and prices.
•  Ensure PR, PO and Invoices are properly authorised and are in accordance with appropriate levels of authority.
• Ensure that invoices related to contracts are in accordance with and agree to the contracts.
• Any deviation on prices must be referred to the relevant department for justification and approval if applicable. If not, the invoice should be returned to the vendor for rectification.
• Ensure that CAPEX Purchases are properly authorised with the proper Capex Approval Form, PO, GRN and Invoices correctly authorised and attached as a pack.
• Ensure the correct GL account and vendor account is utilised.
• Ensure that the correct VAT is applied to invoices.
• Ensure all batches are posted on a daily basis into SAGE 300
• Preparation and submission of Vendor reconciliations for review and approval by the Supervisor/Assistant Accountant.
• Prepare payment remittance and obtain Supervisor/Assistant Accountant’s approval for payment.
• Create payment batch on Sage.
• Timeous payment of Vendor, ensuring discount claimed where applicable.
• Proof of payments, reconciliation and remittances to be scanned and e-mailed to Vendors where applicable.
• Timeous follow-up of all outstanding items and queries with Vendors and/or relevant brewery/plant and departments where applicable.
• File all completed documentation alphabetically in the relevant period.
• Completed documents MUST NOT be removed from the office by any other employee – copies can be scanned and sent only by Accounts Payable Specialist responsible for that vendor.
• Aged payables should be monitored on weekly basis.
• Monitor and follow-up on all Open PO’s. If necessary, close off PO’s open without reason.
• Where applicable, a Standard monthly payments list should be kept up to date, to ensure all standard payments that should be processed every month, has in fact been processed to ensure accounting of expenses in the correct period.
• All contracts must be kept on file.
• The file must be divided in alphabetic order and per supplier.
• All previous copies must be kept in the file for at least 5 years.
• All PO’s and GRN’s must be compared with the prices on contracts.
• Update the electronic file with the contracts and make sure of the price escalation for rental contracts and payment terms.
• All contracts must be filed and locked and must only be copied with permission from Shared Services Manager.
• Accounts Payables Specialist to assist the finance function where possible as and when necessary.

Desired Experience & Qualification

• Matric
• BCom Accounting
• 2 – 3 years’ experience in a similar position within the FMCG sector
• Good verbal and written communication skills
• Work effectively under stringent deadline and produce accurate results
• Work independently, exercising effective judgement and initiative
• Systematic, hands on and innovative approaches to all facet of his/her work

Should you not receive a response within 14 days of applying, please consider your application unsuccessful.

Package & Remuneration

• R19k – R22k CTC Per Month – EE/AA