Debtors Administrator at Council for Geoscience (CGS)

Overall, Job Purpose :

•  To administer and control the end-to-end debtors and revenue management function, including credit applications, invoice processing, collections, reconciliations, and bank allocations, ensuring accuracy, compliance with PFMA, GRAP and internal policies, and effective cash flow management.

KEY RESPONSIBILITIES

• Capture and maintain accurate debtor master records, ensuring all customer information is complete and up to date.
• Update customer payment terms, credit limits, dunning levels, and reconciliation accounts in line with approved changes.
• Verify invoice requisitions for accuracy, completeness, correctness, and supporting documentation.
• Capture all customer invoices in the system within prescribed timelines.
• Process unapplied invoices and all approved debit/credit adjustments with full supporting evidence.
• Conduct monthly debtor follow‑ups (calls and emails) and record all interactions.
• Maintain complete and accurate communication logs for each debtor.
• Issue demand letters where applicable, in line with the dunning process.
• Monitor debtor ageing through system reports and dashboards.
• Prepare accurate and timely Debtors Age Analysis reports.
• Perform regular reconciliations between the Debtors Age Analysis and the Trial Balance.
• Maintain supporting documentation for all reconciliations and financial transactions.
• Identify and allocate credit amounts from bank statements and clear unallocated deposits.
• Provide timely and accurate debtor reports to management.
• Support internal and external audit requirements, ensuring complete and accurate audit trails.
• Ensure compliance with the PFMA, Treasury Regulations, GRAP standards, VAT legislation, and internal financial policies.
• Uphold segregation of duties and ensure adherence to organisational financial controls.
• Perform month‑end and year‑end closure processes for debtor accounts.
• Maintain an accessible and effective filing system for accurate document tracking and retrieval.
• Ensure proper upkeep of debtor files, including invoices, credit notes, and unallocated items.

Learning and Development

• Undertake specific and requisite self-improvement learning/conferences and development through workshops/training courses.
• Undertakes varied geoscientific tasks as required and stipulated within the Council for Geoscience mandate.

KEY PERSONAL ATTRIBUTES

• Be trustworthy, have integrity and honesty
• Must have aptitude for figures
• Be accurate when dealing with information.
• Take the initiative
• Have leadership or supervisory skills
• Must be assertive and self-motivated
• Team player, ability to work as part of a team
• Organized and deadline driven
• Customer-service orientated
• Professional/Excellent communication and organizational skills

EDUCATIONAL QUALIFICATIONS

• Grade 12; and
• A National Diploma (NQF Level 6) in Accounting/Finance or any equivalent qualification.

KNOWLEDGE AND EXPERIENCE

• Must have three (3) years or more debtors accounting experience.
• Computer literate (MS Excel at mastery level).
• Proficient with Accpac or equivalent financial system.
• Ensure stakeholder-centered performance.
• Ensure execution and achieve results.
• Ensure improvement.
• Good communication skills.
• Sound financial administrative skills.
• Understanding of PFMA, Treasury regulations and organisation policies.