Centralised Fuel Administrator at Unitrans

Job Advert Summary    

• The main responsibility of a Centralized Fuel Administrator is to oversee and manage the fuel-related operations and activities for the entire fleet. Plays a vital role in managing fuel resources efficiently, controlling costs, and ensuring the smooth operation of the fleet's fuel-related activities. Under general supervision, performs clerical accounting procedures requiring familiarity with and experience in, accounting office practices as well as knowledge of a variety of accounting classifications. Assigns codes, identifies accounts and prepares data transaction sheets. Analyses and audits various accounts. Posts, checks and proofs entries to general ledger and accounts. May also be responsible for verifying and processing accounts payable. 

Minimum Requirements    

• Minimum qualification: Grade 12 / Matric / NQF level 4
• Experience in a similar role: Up to 5 years

Duties & Responsibilities    

Diesel Administration

• Compile orders for diesel and ensure that all tanks in depots are filled
• Capture and accurately allocate diesel invoices on Sage X3, linking invoice to expense receipt (Purchase Order)
• Reconcile all payments for diesel accounts by established due dates and report to financial manager.
• Update, follow-up and confer with suppliers to ensure all parties are up to date on payment terms and ensuring a good relationship with diesel accounts.
• Capture diesel payments on Sage X3 to cashbook and matching of invoices paid.
• Reporting for diesel usage and diesel short days
• Maintain fuel pricing per site on the Fuel Manager application on Sage X3
• Reconcile fuel transactions on Micro-Alert with manual fuel slips
• Import fuel transactions via the Fuel Manager application on Sage X3

Creditors Reconciliation of Allocated accounts

• Verify that VAT is claimed correctly in accordance with the SARS requirements
• Compile monthly reports for management
• Ordering of diesel stock
• Liaising with fuel suppliers on daily basis to ensure timeous deliveries
• Responsible for calculation of diesel consumption
• Investigation into fraudulent diesel transactions

Administration duties

• Keep records on payments made for diesel and creditors on a daily basis.
• Capture and record communications.
• Operate telephone system to answer, screen and forward calls, providing information, taking messages and scheduling appointments with regards to accounts.
• Provide general assistance to Central Fuel Department as is required from time to time.
• Prepare creditors applications for final authorisation by Financial Manager.
• Advise Financial Manager on latest creditor status and payment dates for monthly cash flow planning.
• Ensure that creditors’ documents are filed after payment.
• Capture and accurately allocate creditor invoices on Sage X3, linking invoice to expense receipt (Purchase Order)
• Reconcile all payments to creditors by established due dates and report to financial manager.
• Update, follow-up and confer with suppliers to ensure all parties are up to date on payment terms and ensuring a good relationship with creditors.
• Capture creditors payments on Sage X3 to cashbook and matching of invoices paid.