Accounts Payable Credit Assistant

PURPOSE

Support the Accounts Payable function by ensuring the accurate and timely processing of supplier invoices and payments in accordance with agreed terms. Maintain accurate supplier records, perform supplier account reconciliations, resolve queries promptly, and ensure compliance with established financial controls, policies and procedures. Provide reliable support for month-end reporting, audits and the effective day-to-day operation of the Accounts Payable function.

RESPONSIBILITIES 

Reporting

• Assist in the preparation of accurate creditor ageing reports.
• Assist with compiling and maintaining month-end Accounts Payable reports, reconciliations  and supporting schedules in accordance with reporting deadlines.
• Monitor and report on overdue invoices, highlighting reasons for payment delays and recommend corrective actions as and when required.

Governance

• Comply with relevant accounting policies and procedures.
• Comply with relevant legislation, including the Income Tax Act, Value Added Tax Act, applicable international legislation and industry best practice.
• Assist in the preparation of annual audit files for external auditors.
• Liaise with external auditors and provide accurate, timely responses to audit queries and information requests.
• Support the internal audit process by assisting auditors during the annual audit.

Supplier Management

• Maintain complete, accurate records for trade and cash book creditors. Keep supporting documents and supplier master data up to date.
• Capture supplier invoices and credit notes accurately and on time.
• Check invoices against supporting documents. Follow up on missing or incorrect information.
• Obtain proof of delivery from suppliers or sites for three-way matching.
• Reconcile supplier statements to ledger balances. Investigate and follow up on differences.
• Submit payment packs using agreed procedures.
• Provide proof of payment timeously.
• Track creditor queries with suppliers and internal teams until resolved.
• Comply with all related internal controls.
• Meet agreed SLAs for invoice processing, payments and query resolution.

QUALIFICATIONS

• National Diploma or Degree in Finance

EXPERIENCE

• Two to five years’ experience in finance administration.
• Experience in mining, mining services or construction is advantageous.
• Detailed understanding of the creditors function.

SKILLS, QUALITIES AND ABILITIES REQUIRED

• Clear written and verbal communication.
• Ability to handle supplier disputes professionally and work towards resolution.
• Practical problem-solving skills to investigate queries and resolve payment discrepancies.
• Analytical skills to review reconciliations and identify differences in creditor balances.
• Computer literacy in Microsoft Office and Sage X3 for processing transactions and preparing reports.
• Collaborative approach, with a willingness to support colleagues and work with site teams.
• Integrity and discretion when handling supplier and financial information.
• Ownership of assigned tasks, with reliable follow-through and the ability to meet deadlines.
• Attention to detail and a commitment to accurate, complete financial records.
• Ability to remain focused under pressure and adapt to changing priorities.