Creditors Clerk - Prepayments at Private Safaris DMC

Job Purpose:

• To perform all relevant duties of creditor accounting procedures and controls, plus deliver key objectives and goals.
• Establish and maintain required business processes and procedures mitigating business risk.

Key Responsibilities:
Financial Operations: Creditors

• Organise incoming creditor invoices (both prepayment & account suppliers)
• Check invoices for VAT compliance
• Check invoices against vouchers and the contract rates
• Liaise with consultants in case of internal queries and suppliers in case of external queries
• Request missing invoices and supplier statements where required
• Capture invoices to supplier accounts on Tourplan
• Reconcile creditor statements on Tourplan to supplier statements
• Prepare payments to suppliers within agreed/contracted payment terms
• Capture payments in Tourplan once released on banking system
• Submit proof of payments and remittances to suppliers for payments made
• Together with the consultant, liaise with suppliers on credit notes and refunds due
• Ensure credit notes and refunds are captured on the system and paid/offset by the supplier

Reporting: Creditors

• Reporting and commentary on outstanding items on creditor age analysis
• Reporting and commentary on any vouchers that have been over-captured on Tourplan
• Organise and file all financial documents produced and received in a timely and organised filing system

Supplier Relationship

• Establish good working relationships with suppliers
• Improve payment terms with suppliers
• Establish and maintain good working relationships with suppliers
• Highlight vouchers that can be closed to HOF monthly
• Assist on projects in the Finance Team in line with roadmap and close out with HOF

Reporting

• Bi-Weekly age analysis to be forwarded to HOF and department managers with reasons for amounts being
• overdue (target: 10h00 on every working Monday)
• Understand monthly reports on variances; escalate critical issues to HOF and department manager
• Identify reconciliation items and propose actions

Human Resources: Teamwork

• Support one another as a team; by assisting in each other’s duties as needed and directed
• Be able to embrace diversity and to have the ability to work in that environment
• Partake in annual performance appraisals
• Be free to demand training whenever the need arises

Additional Responsibilities:

• Stay updated about new agents and products and establish invoicing strategy on basis of agent’s and company’s needs at an early stage
• Improve knowledge about processes especially within the Finance Department but also in all other departments of the company