Admin Clerk at Vector Logistics

Job Purpose

• To provide assistance with the upkeep of the general ledger and to assist the fixed assets  controller, as well as responsibility for daily cash administration.

Key Responsibilities

Cash Administration:

• Collate daily cash expectations (expected deposits, payments to be made)  and calculate the net funding required.
• Prepare the daily cash management report for communication to the Finance  team and management.
• Prepare journals relating to cash management.
• Perform weekly bank reconciliations.

Fixed Asset Administration:

• Assist the Fixed Asset Controller with the following:
• Review capex requests, and create purchase orders.
• Process asset additions, disposals and transfers.
• Prepare journals for capex invoices for payment.
• Prepare journals for bank allocations relating to the sale of fixed  assets.
• Back up the Fixed Asset Controller

General Ledger Administration:

• Process all expense claims received from the Business, raise the relevant  journal entries and check claims for relevant approval by line managers and  original supporting documents.
• Prepare the Namibia Import VAT schedules for use by the Commercial 
• Officer in completing the monthly return for payment.
• Perform staff debtor account reconciliations for certain business areas and  follow up on outstanding expense claim documentation.
• Process sundry creditors invoices, check for relevant approval and GL  allocations, and prepare the journal to the general ledger.
• Prepare journals for the regional petty cash expenditures and  reimbursements.
• Review petty cash reconciliations for approved petty cash vouchers and  supporting documentation.
• Perform sundry debtor reconciliation and follow up.
• Prepare the month end handling fees report for use in the financial reporting  packs by the Commercial Officer.

Sundry Creditor/Debtor Administration:

• Check payment runs for sundry creditor payments.
• Send remittance advices for sundry creditor payments.
• Process sundry debtors invoices.

Effective Teamwork and Self-Management:

• Take ownership and accountability for tasks and activities and demonstrate  effective self-management in terms of planning, prioritising and self-development. 
• Follow through to ensure that quality and productivity standards of work are  consistently and accurately maintained.
• Inform relevant parties in the event of tasks or deadlines not met, the  potential risks thereof and provide appropriate resolution.
• Support and drive the business core values.
• Manage colleagues and clients’ expectations and communicate  appropriately.
• Demonstrate willingness to help others and “go the extra mile” to meet team  targets and objectives.
• Champion training and development of self and others through utilising  available training opportunities or contributing to the development of new  training solutions relating to product costing in collaboration with national  training specialists.
• Participate in regular performance appraisals and ensure that own targets  and goals are clear and achievable.

Key Relationships

Internal:

• Commercial Officer.
• Financial Accountant.
• Financial Manager.
• Regional Administration Controllers and staff.

External:

• Internal and external Auditors. 
• Suppliers.
• Customers.

Qualifications, Skills and Experience Required for the Job

Qualifications and Experience:

• Matric.
• Studying towards an accounting based tertiary qualification would be preferable.

Skills and Competencies:

• Verbal and written communication.
• Computer literacy (MS Office skills - Word, Excel and Outlook).
• Logical thinking.
• Analytical thinking.
• Numeracy.
• SAP system.
• Financial accounting principles and practice.