Accounts Payable Administrator at DigiOutsource

Purpose Of The Role

Reporting to the Finance Manager, this position is responsible for the Merryvale creditors, payments and other ad hoc finance functions including, but not limited to, capturing of data, payments, month end reconciliations and general administrative duties. The candidate we are looking for is a focused, self-motivated & dynamic individual to take on this role. The individual needs to be highly numerate, well organized and able to work to tight deadlines. Attention to detail is crucial.

Duties Include, But Not Limited To

Creditors function for various entities:

OPEX Creditors

• 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.

This job description is not intended to be an exhaustive list of responsibilities. The job holder may be required to complete any other reasonable duties in order to achieve business objectives.

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
• Please note we will apply relevance to our Talent Management and Talent Development Programme as part of our recruitment process.
• Shortlisted candidates may need to complete an assessment.