Accounts Payable Administrator

• Ensure that all supporting documentation is attached to invoices received for payment.
• Ensure invoices have correct authorization and descriptions to facilitate accurate posting in Navision and on-charging of costs to clients.
• Capture invoices received for payment into Navision and generate payment requisitions.
• Obtain proof of bank details for all changes to banking details or new Vendors.
• Upload payments onto the banking system and send for verification and release.
• Perform cross checks of banking and invoice information on other entity payments prior to release.
• Match vendor invoices and payments in Navision.
• Update open item report and add commentary for any long outstanding items.
• Prepare monthly Vendor reconciliations for approval (ensure reconciliations signed off after review).
• Ensure that VAT has been allocated appropriately.
• Assist with updating of the Opex files ensuring that the file balances to Cognos.
• Completing initial commentary in the Opex files pre review by the Financial Accountant.

CAPEX Creditors And Fixed Asset Administration

• Ensure all supporting documentation, approval and descriptions are attached to capex invoices.
• If assets purchased on your behalf, request underlying invoices and purchase orders.
• For IT assets, request asset serial numbers and locations.
• Ensure that VAT has been allocated appropriately.
• Capture assets in the fixed asset register.
• Issue asset tags where appropriate and agree to those recorded in Navision.
• Ensure correct accounting of the disposal of assets and assets removed from the fixed asset register.
• Reconcile the fixed asset register to Navision.

Credit card administration

• Send credit card statements to card holders weekly and request all supporting documentation.
• Reconcile credit card statements to slips and post costs into Navision appropriately.
• Missing slips amounts to payroll for salary deduction or request manager approval.
• Process new credit card applications on appropriate authorization.
• Assist with and follow up on credit card queries and cancellations.
• Daily monitoring of credit card balance and fund where necessary.
• Escalate credit card queries where appropriate.

Quarterly and annual audits

• Assist with the preparation of the quarterly and annual audit files.
• Effectively communicate with auditors to ensure all audit queries are adequately resolved.

Team Work

• Effectively work as a team will all team members
• Act independently as primary backup to fellow creditors controller during periods of absences
• Effectively communicate to manager and team members to ensure key deliverables are met on time and potential problems escalated.
• Openly communicate with managers and team members effectively to ensure that all key deliverables are met timeously and accurately;
• Communicates clearly and effectively at all levels; both internally and externally;
• Effectively feeds information to required members of the team to ensure all important updates are shared appropriately;
• Manages others expectations appropriately and proactively communicates any potential problems.
• Bi-annual setting of objectives.

Other Ad Hoc Duties

• Draft process notes detailing how and why monthly tasks are performed to ensure business continuity.
• Archive all financial information.
• Assistance with testing of processes before implementation on Navision.
• Other ad hoc duties as may be required from time to time

Essential Criteria

• Bookkeeping / Accounting qualification.
• Minimum 12 months experience in a Banking, Financial or E-Commerce environment.
• Demonstrates consistent behavior aligned to the Organizational Culture.

Desirable Criteria

• MS Office – Excel, Word, Access, Outlook.
• Experience with Accounting software.

Person Specifications

• Accountability And Execution
• Business Acumen
• Interpersonal Skills
• Priority Setting
• Communication
• Initiative
• Effectiveness & Delivery
• Team Orientation