Foreign Creditors Clerk

The successful candidate will be responsible for, but not limited to, the following duties:

1. Supplier invoice processing and payments

• Thorough review of payment requests on Payment Authorisation System
• Thorough review/checking and clearing of payment requests on payment email box
• Ensure that all information on invoices are in order per requirement of relevant entity, this includes line item totals, tax calculations, address information etc.
• Escalate cost fluctuation to the various payment requestors for clarity.
• Verify expense claims against supporting documentation, check that it’s been correctly authorised before payment
• Ensure that agreements are in place where necessary before payments are processed
• Compile payment packs with all supporting documentation and save in relevant payment folder
• Accurately prepare journals and send to accountant for approval and processing
• Accurately load beneficiaries and payments on the banking platform and save payment instruction with payment pack
• Where possible, arrange payment of invoices in base currency not Foreign currency (mitigate Forex losses)
• After payments are released by manager, send out POP to suppliers
• Confirm payment to relevant teams
• Update Payment Authorisation System once payment has been successfully released
• Follow up on rejected payments to ensure that it is successfully reprocessed
• Ensure final invoice is received if payment was made on pro forma
• Stamping and Filing of weekly payments

2. Vendor Maintenance

• Ensure that Vendors are matched in the financial system when making payment
  • Creation of new vendors upon receipt of relevant documentation and approval
  • Ensure relevant vendor agreements are in place and systematic filing of the same
  • Calling of vendors to confirm bank details
  • Sending vendor creation documents to manager for approval on Financial System
  • Ensure timeous resolution/escalation of vendor queries

3. Petty Cash

• Verification of Petty cash claims against supporting documentation
• Confirm Petty Cash on hand and Petty Cash bank account balances and investigate any variances
• Prepare petty cash summary and ensure all documentation is saved in the relevant folder
• Prepare petty cash journal for review by accountant and accurately process upon confirmation
• Ensure petty cash claim is authorised before funding
• Request petty cash funding

4. Month End

• Compile and check monthly supplier list to ensure all costs have been processed
• Send monthly supplier list to accountant for accrual processing
• Ensure that all Vendors and Customers have been matched off before Forex is run in financial system
• Ensure that all prepayments have been accurately and matched in the financial system
• Reconcile and match all Sundry and Marketing vendors
• Monthly Petty Cash reconciliations
• Monthly FX variance write off reconciliation

5. Adhoc

• Audits - Assist with creditor information for audit files
• Archive all financial information
• Other ad hoc duties as may be required from time to time

Skills and Experience Required:

• Finance related Degree or Diploma
  • 3-5 Years’ experience as a FOREIGN creditors controller
  • Experience making payments into Africa
  • Proficiency in MS Office Suite – Intermediate/Advanced Excel Skills
  • Strong Reconciliation/auditing of statements and payments
  • Excellent administrative skills with attention to detail, methodical and disciplined
  • Confidentiality, tact and discretion
  • Innovative and solution-driven - Strong ability to resolve escalated queries, independently
  • Excellent time management and deadline-driven
  • Uses own initiative and works well under pressure
  • Adapt well to change
  • Strong team player