ACCOUNTS PAYABLE CLERK
Date: Sep 11, 2024
Location: Johannesburg, Other/Not Applicable, ZA
Company: Bureau Veritas
Introduction
Shared Service Scope: Southern Africa District (South Africa, Namibia, Namibia, Zambia, Zimbabwe)
Responsible for certain entities within the scope of the district:
Ensuring the implementation of the purchase order process controls
Receive and manually capture all supplier invoices and credit notes
Identification of invoices not received and accruals required as well as reversing of prior month accruals
Monitor and reconcile the supplier statement to the AP ledger ensuring all supporting documents are attached and invoices are approved for payment accordingly
Ensure that all supplier payments are handled in an organised and timely manner and payments are within the agreed supplier payment terms
Minimum Requirements
Completed Qualification in Finance or Accounting (minimum diploma required)
2-5 years practical work experience as an Accounts Payable Clerk
Strong communication and interpersonal skills
Time management - able to work under pressure and respect deadlines
Decision making and problem solving skills
Proficient in Microsoft 365
Proficiency in both written and spoken English
Very good communication and listening skills
Experience of working internationally and/or in a multi-cultural environment
Job Specification
Duties and Responsibilities
Purchase Order
Ensuring the implementation of the purchase order process controls
Analysing the aging of the purchase order listing and goods received listing
Ensure accurate matching of purchase orders, goods received notes and the invoice
AP Capturing of Invoice and Credit Notes
Receive and manually capture all supplier invoices and credit notes
Ensure that only approved invoices are captured
Accurately and completely capture supplier invoices
Ensure all relevant fields are captured completely and accurately
Ensure that all costs are allocated to the correct GL accounts and cost centres
Identification of invoices not received, and accruals required as well as reversing of prior month accruals
Ensure all fixed asset invoices are accurately booked
Ensure all intercompany invoices are redistributed via the back to back process
Supplier Age Analysis
Perform a monthly reconciliation of the supplier age analysis to ensure that all payments are accounted for and properly posted
Monitor the supplier age analysis and ensure that there are no long outstanding items
Monthly analysis of all invoices older than 60 days
Ensure that supplier accounts are not blocked
Supplier Reconciliation
Accurately and completely reconcile the supplier statement to the AP ledger ensuring all supporting documents are attached and invoices are approved for payment accordingly
Ensure all delivery notes and approved purchase orders are attached where applicable
Ensure all credit notes are requested where applicable
Timeously follow up on reconciling items to ensure that they are resolved accordingly within the following month
Respond to and resolve all supplier related queries in the shortest time possible
Supplier Payments
Transmit creditor reconciliations to treasury for payment
Ensure that all supplier payments are handled in an organised and timely manner and payments are within the agreed supplier payment terms
Ensure that all remittances and proof of payments are distributed to suppliers and stakeholders timeously, accurately and regularly
Communication
Ensure professional telephone and e-mail etiquette
Deal with stakeholder complaints in a professional manner and escalate to management where necessary
Effective follow up on queries with suppliers and stakeholders
Liaising with internal and external stakeholders
Work with stakeholders and others to resolve account queries where necessary
Maintain strong working relationships with finance team including the treasury team and General Ledger accountant team
General Administration
Filing and archiving must be done monthly and must be done accurately and neatly
Maintain an efficient and effective filing system
Address ad-hoc queries accurately and timeously
Clean desk environment must be maintained at all times
Run integrity reports and ensure that all transactions are posted timeously
Provide documentation as and when required for audits
Assist in streamlining the accounts payable process
Perform all other tasks assigned by the head of the department or manager
Ensure that all monthly deadlines are adhered to
Key Behaviour
BV Core & Business values
Customer service orientated
Planning/Organization/Follow Through
High quality of work
Accountability
Commitment
A team player and co-operative
Results driven and demonstrates initiative
Must be willing to work overtime during month end
Key Skills
Perform a monthly reconciliation of the supplier age analysis to ensure that all payments are accounted for and properly posted
Accurately and completely reconcile the supplier statement to the AP ledger ensuring all supporting documents are attached and invoices are approved for payment accordingly
Identification of invoices not received and accruals required as well as reversing of prior month accruals
Perform all others task assigned to him by the head of department or manager
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