Finance Admin / Creditors Clerk

PURPOSE OF JOB

The main purpose of the job is to ensure that the payments to creditors and the reconciliation of these accounts are done correctly and on time, to act as an administration support system to the other departments and to ensure that the information is received, captured and distributed correctly and the administration of customer accounts and the control of credit sales outstanding to customers (debtors).

KEY PERFORMANCE AREAS 

Banking

• Update cashbook and reconcile daily to the bank statement
• Maintaining of Customer cash sales / payments and daily banking
• Post all receipts and payments and match receipts/payments with debtors/creditors accounts
• Allocate debit orders on bank statement to correct cost accounts first thing in the morning of every day.
• Update cashbook and reconcile daily to the bank statement.
• Ensure that cash control accounts are balanced
• Maintain accurate record keeping
• Balance the GL account
• Ensure to discuss any queries and concerns with the Accountants or Financial Manager once they are brought to your attention in order to resolve.

Administration

• Generate customer invoices based on delivery notes
• Ensure that statements are printed at month end, emailed and filed
• Ensure that customer pricing is done and that pricing letters and correspondence is filed in the customer’s file
• Ensure that transport returns are done
• Ensure that formulas are updated when required
• Reconcile prices and quantities to invoices
• Maintain accurate record keeping
• Provide admin support to various sections

Creditors

• Review supplier documents immediately to confirm all official and correct information and details are included with every invoice received.
• Ensure that the relevant manager authorises every invoice for processing.
• Ensure with every transaction that the codes are relevant to the transaction.
• Reconcile all creditors accounts, including preparation of a payment reconciliation
• Update invoices and payment of creditors on a weekly and a monthly basis as prescribed by Financial Manager and according to payment terms of each supplier.
• Ensure that all queries and concerns regarding documents, statements and/ or reconciliation are resolved immediately when brought to your attention with the supplier and/or relevant manager
• Ensure record keeping of supplier documents is complete, well organised and up to date with every payment run, eg; weekly or monthly.
• Ensure listed items on payment advice/ statement is due for payment or deduction as per records (Supplier statement, bank statement and accounting system.) with every payment run.
• Ensure the items listed on the internet payment batch are valid and accurate  for the supplier (statement amount) with every transaction

Standard

• Continually striving to improve through teamwork with other employees all related aspects of De Heus (Pty) Ltd business.
• Using objective measurement, identifying problems within the company and subsequently identifying the “root cause” of problems.
• Ensuring at all times that corrective actions taken to resolve problems are, ultimately, permanent and preventative.
• Assisting, wherever possible, to ensure that all actions, functions and processes in De Heus’s business are conducted in a value added manner.
• Complying, in line with the Policy Document, departmental procedures and practices.
• To comply with any other work related instruction which is relayed via a superior and which is deemed to be necessary and reasonable.
• The duties and responsibilities may be revised, in line with the company’s overall Policy Document and the responsibilities matrix therein.
• The company expects the employee to carry out his/her duties and responsibilities to the best of their ability and commits itself to empower the employee with the authority to meet these requirements.

Knowledge, Qualifications & Experience

• Matric (GR12 Certificate)
• Diploma in Accounting would be an added advantage
• Possession of a valid Code 08/EB drivers license
• 3 -5 Years’ experience in a similar role
• Working knowledge of MS Excel, MS Word
• Working knowledge of ERP systems

Skills

• Problem solving and decision making skills
• Conflict handling skills
• Communication and influencing skills
• Relationship building and team leadership skills
• Computer skills (MS Office)
• Written communication skills
• Negotiation skills

Behaviour

• Positive, pro-active, results-driven attitude
• Innovative
• Highly ethical and principle-driven
• Committed, dedicated, motivated
• Self-starter and follow-though
• Energy, drive, courage and tenacity
• Required to work with minimum supervision

Applicants must submit a comprehensive CV, with work-related references to hrsa@deheus.com

Closing date:  18 February 2025

Please note that only applicants who meet the stipulated minimum requirements will be considered. If you have not been contacted within 2 weeks of the closing date, kindly consider your application unsuccessful. De Heus reserves the right not to make an appointment to the post as advertised.