Sundry Payments Supervisor at Masscash Holdings (Pty) Ltd

Purpose of this role: 

• To supervise a team of Payments Clerks and ensure all expense supplier are paid promptly. Ensuring that all processes and procedure are performed to the required business standard.

Job specifications/responsibilities will include the following:

Allocation of Invoices

• Allocation of Expense invoice’s to the relevant cost centers in order for the account payable clerks to process.

Exporting Authorized invoices from Metrofile

• Invoices are exported 2-3 times daily based on volumes received for the day.
• The export file is generation via a Macro and saved in the General Drive

Importing of Authorized invoices into Great Plains

• Importing of the macro file into the Great plains system.
• Once the macro has run in Great plains, the data is randomly checked ensuring GL and vendor details are correct. Amend data if required.
• Post the imported batch allowing for the data/Invocies to be reconciled by the Payable Clerks.

Authorizing and signing off on prepared Supplier payments

• Ensure that supplier payments are prepared as per payment terms.
• Ensuring all supplier accounts are reconciled back to supplier statement and as per authorization provided by the regions.
• Raise all queries with regional office & payment clerks before authorizing supplier payment

Consolidating Supplier payments.

• Consolidation of supplier payment for the various stores on Great plains as per Daily, Weekly and Monthly requirements.
• Hand over consolidation to payment administrator to pull out of Great Plains and send to bank administrator to load payments on Absa

Preparing payment batches to be released

• Load sheet from Absa is checked against supplier payment and banking details, if all is in order Audit trail with supporting documentation are sent to the payment releaser to release payment to supplier in Absa.
• If there are discrepancies, on the audit trail, supplier payments are loaded manually via a text file and released.

Proof of payment

• Proof of payment is checked daily against all payment batches released the previous day.

Ensuring filing is done Weekly

• Ensure filing is done in the correct sequence.
• All payment batches must be filed by date and as per proof of payment provided.

Adhoc

• Assist with all GL queries raised by the accountants
• Analyzing Age Analysis ensuring all supplier invoices does not exceed 90 days
• Monitoring all invoices is captured daily.
• Ensuring all reconciliations are prepared and handed in as per deadlines
• Providing a list of supplier payments to prepare to the Payable clerk.
• Ensure payment clerks are trained as per job specification
• Provide feedback to suppliers and attend to all regional queries.
• Setting deadlines as per company requirements.
• Planning and distributing work load when team members are on leave.
• Ensuring all documents are received for unlisted vendors.
• Ensuring all processes are followed in order to achieve a successful month end close off.
• Ensuring a productive and healthy working environment for team members.

Manage team member

• Ensure company vision & values are reflected in your leadership practices, ensuring that team member understand & implement the vision & values as agreed with your manager.
• Create a motivating & healthy workplace climate through regular feedback, monitoring of team member satisfaction, coaching, recognition of good performance & reinforcement, sensitive & effective handling of IR issues according to company procedures, ensuring that cooperation & workplace harmony are promoted.

Requirements:

• Matric;
• Math’s
• Accounting
• Relevant Tertiary qualification will be advantageous(BCOM)
• 1-2 years’ experience in creditors essential
• Supervisory experience
• Computer literate
• MS Word/Excel/Outlook
• Metrofile (Advantageous)
• Honesty in the handling of cash and finances
• Greta Plains
• SAP (Advantageous)