Clerk: Payments x2 - South African Bureau of Standards (SABS)

Purpose Statement

Responsible for the complete, accurate and timely processing of invoices and payment of amounts due to suppliers for the purchase of goods and services by SABS employees.

Duties and Responsibilities    

Functional Management

• Perform a pre-audit of creditors invoices, verify authorization levels, goods received signatures, and compliance to tax legislation.
• Process invoices for local and foreign suppliers.
• Complete the timeous and accurate processing of valid and authorised supplier invoices taking into account payment terms, discounts and credit notes.
• Perform three-way matching between invoice, purchase order and goods receipting before making payment.
• Send out and follow up to ensure that unprocessed invoices sent to the business unit managers for approval are returned to the Account Payable business unit for processing
• Ensure that key supplier accounts are updated monthly.
• Reconcile all supplier and general ledger accounts on a monthly basis.
• Manage monthly invoice registers and verify that all supporting documentation complies with the supply chain management policy and where applicable the payment requisition form is completed correctly
• Send out payment instruction on SABS letterhead to the bank for supplier payment once approved by relevant signatories
• Ensure bank charges on payments made are forwarded to the applicable Payment Clerk for processing before month end closure
• Attach the invoice to the remittance and submit for review, after the creation of the payment run.
• Issue remittance to suppliers as confirmation of payment.
• Ensure that all valid invoices received are captured timeously before month-end and year-end as per deadline of timetable distributed.
• Close pre-payments, once stock has been received, or leave open until the following month.
• Ensure that copies of all outstanding invoices are submitted for accrual on a monthly basis.
• Promptly escalate any outstanding accounts and accrual for resolutions to Supervisor: Payment Management.
• Coordinate support for key suppliers and customers.
• Ensure that key supplier accounts are updated monthly.
• Ensure that supplier accounts are not put on hold without the knowledge of the Supervisor Payment Management.
• Reconcile all supplier and general ledger accounts on a monthly basis and promptly clear all reconciling items.
• Compile reports as and when required by management in line with set timeframes.
• Provide information or input timeously for compilation of monthly reports by management.
• Manage and monitor supplier payments weekly.

• Ensure that all cheque invoices received by Accounts Payable are settled timeously as per the approved Delegations of Authority.
• Ensure that payments made and funds transferred correspond with the payment report.
• Update payments on the system once EFT transfers have been finalised.
• Provide proof of payment and remittance advice to all suppliers paid.
• Maintain payment files and ensure it is clearly marked, archived and retrieved when required.
• Ensure that filing is completed timeously on all required administrative activities.
• Plan, organise and coordinate relevant work duties as they relate to the department.

Risk and Compliance Management

• Assist in identifying and adhering to fraud controls, risk prevention principles, sound governance and compliance processes, and tools to identify and manage risks.
• Support and provide evidence to all internal and external audit and regulatory requirements.
• Maintain quality risk management standards in line with ISO and regulatory requirements.,
• Maintain and enforce all related Service Level Agreements to minimise business risk and ensure business continuity.
• Adhere to all relevant laws, policies and Standard Operating Procedures throughout the organisation
• Review related Standard Operating Procedures in consultation with Finance leadership to ensure business optimisation.

Stakeholder Management

• Build and maintain effective internal and external stakeholder relationships for the purpose of expectations management, knowledge sharing and integration, and to manage the organisation’s reputation.
• Represent and participate in the organisation’s committees and tasks teams when required.
• Convene and attend meetings and present relevant information to stakeholders when required.
• Ensure efficient communication to all auditors and other finance team members.
• Ensure the provision of excellent customer service.
• Resolve and/or escalate queries and problems within span of control and within agreed time frames.
• Follow up on unresolved queries and complaints where required.
• Liaise with relevant stakeholders regarding follow-up of information.
• Develop and maintain a good working relationship with all key SABS suppliers

Minimum Requirements    

Qualifications

• National Diploma / Diploma in Finance, Accounting or a related field (NQF Level 6)

Experience

• 3 years of relevant work experience in a creditors or payment management environment
• Must have pre-audit, processing and reconciliations experience