Invoice Management Accountant at IDC

• To oversee the invoicing process, ensuring accuracy and compliance while managing a team to maintain financial integrity and efficiency.
• The Invoice Management Accountant will lead and facilitate the payment of all supplier/vendor invoices, through ensuring that all invoices received meet the IDC standard for payment (correct authorization, vat amount, IDC and Relevant Co. vat no, original invoice, address etc.)

Qualification and Experience
Qualification

• Bachelor’s degree Financial Management/Accounting or equivalent on the qualification segment.

Knowledge & Skills

• 5 - 7 years’ experience in invoice management or related field.
• 2 - 3 years’ experience in managing a team.
• Knowledge of Microsoft Word, Excel, Power Point.
• Knowledge and experience of SAP system particularly MM module and CO module will be an advantage
• Practical Knowledge and experience of KOFAX system will be an added advantage.
• Proven experience in working in similar environment
• Knowledge and understanding of financial reports and PFMA

Roles and Responsibilities
Invoice Processing and Control

• Oversee end-to-end invoice processing to ensure accuracy, completeness, and timely validation of invoices.
• Validate invoices against contracts, purchase orders, service entry sheets, delivery notes, and service-level agreements.
• Ensure correct and consistent allocation of cost centers and GL accounts.
• Review and approve invoices within delegated authority limits (approval matrix).
• Resolve invoice discrepancies, queries, and escalations promptly.
• Ensure invoice registers are submitted to Accounts Payable after service entries have been released.
• Ensure the timely closure and reconciliation of open items in GRIR is done on regular basis.

Turnaround Time and Performance Management

• Set and monitor invoice turnaround time targets for the team.
• Ensure PRs and Service Entry Sheets are released within required timeframes.
• Identify bottlenecks in the invoice process and implement efficiency enhancements.
• Monitor daily workflow performance and escalate risks when turnaround times may not be met.

Team Leadership and Supervision

• Allocate work, set priorities, and manage workloads across the invoice administration team.
• Provide coaching, on-the-job training, and continuous performance feedback to staff.
• Conduct performance reviews and support employee development plans.
• Ensure adequate segregation of duties is maintained to strengthen internal controls.
• Assist invoice administrators with capturing PRs and Service Entry Sheets when required.

Internal Controls, Compliance, and Audit Support

• Maintain strong internal controls over all invoice processing activities.
• Ensure full compliance with company policies, delegated authorities, VAT legislation, and procurement processes.
• Support internal and external audits by providing documentation, explanations, and process insights.
• Document and mitigate invoice-related operational risks.
• Ensure proper filing, retention, and accessibility of supporting documents.

Stakeholder Management

• Liaise effectively with Procurement, Accounts Payable, and business units to resolve queries and maintain workflow efficiency.
• Communicate information received from business units (e.g., Framework Order reports) to the team.
• Conduct roadshows and awareness sessions for secretaries and administrators to ensure understanding and compliance with the Invoice Management process.

Process Improvement and Systems Management

• Drive continuous improvement initiatives to enhance process efficiency, accuracy, and turnaround times.
• Support system automation efforts and enhancements (e.g. ERP and workflow tools).
• Document and maintain up-to-date system and procedures for Invoice Management.
• Identify and recommend improvements to invoice workflows, approval paths, and system controls.

Job Requirements

• BTech/ Bachelor’s degree in Financial Management or Accounting /Business Management (NQF 7)
• Related Postgraduate Diploma or Honours degree (NQF 8) will be an added advantage
• 5-8 years’ experience in Invoice Management or related field
• Knowledge of Microsoft Word, Excel, Power Point.
• Practical Knowledge of SAP system particularly MM module is essential
• Proven experience in working in similar environment
• Knowledge and understanding of financial reports
• Knowledge and understanding of automation in the invoice management universe will be an advantage.
• Experience supervising or leading small teams will be an advantage.