Accounts Clerk (6 Months Contract) (Durban)

SUMMARY:
The incumbent of this position will fulfil the necessary requirements within the Department, to meet objectives with regards to ensuring all supplier invoices received for the month are processed timeously.

POSITION INFO:

KEY PERFORMANCE AREAS:               

Indicate Key Performance Areas and the estimated percentage of time spent in each area.

• Year-End / Budgets
• Departmental Development
• Operational Management

KEY RESPONSIBILITIES:

• State the key responsibilities under each Key Performance Area. 
• If there are more than 10 key responsibilities, some of the similar functions may be grouped together.
• Please indicate which responsibilities are considered “essential” to the successful performance of the job in that particular KPA.

Year End / Budgets 

• Meet daily targets or exceed when possible.
• Follow rules issued by Management on invoice processing.
• Speed, accuracy and self-motivation.
• Support year-end overtime.
• Processing on 1st April to be in period 1 of new financial year and not in period 13 of previous financial year.
• Year-end invoice processing. 
• Ensure all invoices received are processed as per year-end timings.
• Cut-off – Invoice to be processed in correct period.

Departmental Development

• Agree objectives with superior.
• KPA to be completed by due date
• Agree scores with superior.
• Manager to send scores to HR
• Look at training manual.
• Select 2 or more courses per year.
• Book dates online / Attend training  
• KPA set and followed up with quarterly review. 
• Two reviews submit to HR.
• The individual development programme attempts to attend 2 training courses for the year.

Operational Management               

• ICC Validation
• Clear Cockpit
• Process Sundry invoices
• Process consignment stock
• Attend to all suppliers queries, telephone and email
• Check that invoice complies with all SARS Vat requirements (e.g.dxs Tax Inv, Vat Nos, Co. name, Amt, Total Amt, etc)
• Problem solve VA2, send emails to requisitioners for S/E and GRIR to be done
• Miro Processing
• Processed stamps to be inserted on clear non shaded section of invoice.
• Sap invoice no. to be written clearly within the 10 blocks provided at the bottom of the stamp.
• Ensure creditors monthly payment run deadline is met.
• Daily target to be met.
• Speed and Accuracy.
• Self-monitoring
• Follow rules issued by management on invoice processing.
• Ensure all invoices are cleared and not exceeding 5 working days
• Ensure invoice meet requirements i.e. signature, designation, GL account and Cost center  as per company authorisation levels
• Comply with Vat requirements – Ensure that every invoice processed complies with the Vat requirements.
• Adhere to rules set by department for “Stamping” and recording invoice numbers on processed invoices.
• All prior month’s invoices to be processed by 1st Creditors monthly payment run.
• Ensure Daily targets are met for processing of supplier documents that are received for local purchases.  Meet daily departmental processing target of 200 per day    
• Completion Of Recons
• 100% recons due by the 7th working day of the new month (Diners / Car Rental & Accommodations Suppliers)
• Ensure recons is timeously met for Manager and Assistant Manager to extract information for KPI reporting.
• If not met, timings will be delayed
• Processing Special Payments
• Ensure all invoices received and processed on time(Diners, Travel, Wesco and Blue Air engineering) 
• Ensure payment is generated to meet suppliers negotiated contract payment terms. 
• Problem Solving Supplier Queries
• There should be no invoices older than 9 months that are still unresolved on the top 10 recons
• Communicate with required stakeholders via email and telephone to address query. 
• Clearing GRIR
• GRIR >90 days not to exceed R1m
• Assistant Manager – Maxen – to run GRIR report monthly for all problems solving team members to analyse and verify o clear line items
• MR11
• MR11 >90 days to be analysed and submitted for processing (if applicable)
• Attach last page of statement to GRIR report
• Date and sign
• Submit to Assistant Manager – Kenneth Mahepath who will then date and sign and submit to Assistant Manager - Maxen
• Diners Payment
• Prepare creditors reconciliation for the Diners account Responsible for the payment of Diners Account (Rennies Travel, Jet International, American Express)
• Ensure all invoices for Diners is received ticked off against the statement and captured into SAP and payment is executed on due date
• Car Rental / Accom. Suppliers
• Process invoices and prepare 100% Reconciliations for the above accounts.
• Ensure all invoices for Car Rental & Accom. Suppliers are captured into SAP and payment is executed on due date
• Skills relevant to a job include education or experience, specialised training, personal characteristics or abilities   

REQUIREMENTS OF THE JOB:

• State the minimum educational, qualifications and experience that are required to perform  the job
• Minimum NQF 4 (120 Credits), National Certificate.
• Reasons for Essential Qualification: Legal statutory compliance
• Revelant Creditors experience (1 Year)
• Advanced computer literacy (Essential)

Preferable

• Studying towards a Finance Degree of Diploma (Advantageous)

COMPETENCIES OF THE JOB:

• Innovative Ideas
• Planning On Mid to Long-Term View Point
• Appropriate Judgment & Problem Solving
• Decision Making
• Perseverance
• Prioritisation & Allocation Of Resources
• Establishing Framework and Systems of Management
• Appropriate Evaluation & Feedback
• Planned Development
• Integrity