Retail Creditors Supervisor

SUMMARY:
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POSITION INFO:

Job summary

Responsible for management of the whole creditors function within the company. Ensuring that duties in relation to accounts payable are carried out in a timeous and accurate manner. Upholding the required standards to achieve the company’s financial and business objectives.

Key performance areas

Customer Service

• Ensure payments to suppliers are made on time and according to payment policy
• Liaison with internal and external suppliers in a professional manner
• Engage with suppliers in a professional manner
• Follow up on all Creditor enquiries received

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Administration

Daily:

Responsible for the following:

• Preparation and checking of supplier reconciliations
• Follow-up on all outstanding payments
• Follow-up on creditor related issues and the tracking thereof
• Processing some supplier invoices

Weekly/Monthly:

Responsible for the following:

• Reviewing and preparation of supplier payment batches (complete, accurate, authorised)
• Follow-up and necessary delegation of follow-up/s of any/all queries relating to payment batches

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Other

• Maintaining creditors files and supporting documentation
• Daily / Weekly / Monthly Reporting to management on creditor status / outstanding payments
• Debit order reconciliations to supporting documentation
• Take-on of new suppliers’ processes and documentation
• Maintaining of processes of suppliers bank details to be uploaded on bank folders

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Financial

• Ensure creditor payments are in line with the agreed budget process, i.e. timeframes
• Monthly analysing of expenses and allocations to general ledger codes
• Supply input to the annual budget process and highlight monthly fluctuations timeously
• Assist with creditors provisioning (accruals) of outstanding invoices
• Internal and external creditors reconciliations
• Age analysis reconciliations

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Personnel Management

• Application and utilization of personnel
  • Ensure that personnel are judiciously applied in appropriate posts and that the workload is cleared with the minimum mistakes and overtime
  • A proactive approach to recruitment and maintaining a good accounts payable environment
  • Manage creditors clerks on a daily basis
  • Perform interviews in hiring process of new clerks

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• Personnel Training, Development and Facilitation
  • Ensure that on-the-job training is effectively planned and conducted to ensure that sufficient expertise is available to deal with the work
  • Ensure that the mentorship in the department is effective to enable all personnel to develop to their full potential

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• Evaluation of Personnel
  • Ensure that you have sufficient knowledge of personnel and their duties to do effective evaluations and also ensure that ongoing discussions take place
  • Ensure that evaluations are done on a regular basis according to the guidelines of the system
  • Ensure that steps are taken to develop employees for performance improvement

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Core competencies

• Adhering to principles & values
• Leading and Supervising
• Working with People
• Analysing
• Planning and Organising
• Delivering Results and Meeting Customer Expectations
• Following Instructions and Procedures

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Experience/knowledge & skills

• Working experience in a creditor area
• Experience of supervising a team (previous experience is non-negotiable)
• Pastel Evolution knowledge will be a strong advantage
• People management skills (previous experience is non-negotiable)
• Strong understanding of the creditor function (previous experience is non-negotiable)
• Excellent reconciliation skills and financial applicable technical knowledge
• High computer literacy (MS Outlook, MS Office, Pastel Evolution) – Need Advanced Excel skills
• Completely proficient in English
• Strong interpersonal and communication skills
• Structured and organised approach
• Self starter, flexible, energetic, confident
• Strong resistance to pressure and experience of a high volume environment

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Qualification/s

• Grade 12
• A bookkeeping/accounting qualification an advantage

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