Creditors Clerk

KEY PERFORMANCE AREAS

• Invoice Processing: Accurately process supplier invoices on Syspro, ensuring correct expense coding. Process C.O.D. payments and employee expense claims.
• Supplier Payment Management: Ensure all supplier payments are processed in line with the company’s payment terms, policies, and procedures.
• Account Reconciliation: Perform regular reconciliations of creditor accounts, investigate discrepancies, and ensure the accuracy of financial records.
• Discrepancy Resolution: Liaise with suppliers and internal departments to resolve invoice and payment-related queries efficiently.
• Record Maintenance: Maintain accurate and up-to-date records of all creditor transactions, including invoices, receipts, and payment schedules, in compliance with internal controls and company policies. Email remittance advices to suppliers at month-end.
• Reporting: Assist with the preparation of month-end and year-end financial reports relating to accounts payable.
• Compliance: Ensure all creditor transactions comply with company financial policies, procedures, and applicable regulatory and industry standards. Verify that all creditor invoices meet VAT requirements and are corrected by suppliers where necessary before processing.
• Audit Support: Support internal and external audits by providing required documentation and information related to creditors and accounts payable. Maintain monthly B-BBEE procurement spend data and ensure all related spreadsheets are updated on a monthly basis.
• Document Management: Maintain an organised filing system for all creditor-related financial documentation to ensure easy access and retrieval.
• Housekeeping: Keep accounting systems updated with new creditor details and changes to payment terms. Ensure banking details and supporting documentation for new suppliers are submitted to the Accountant prior to payment processing.
• General Follow-Ups: Follow up with internal buyers and/or suppliers regarding advance invoices that have been paid.
• Reception Support: Provide relief support at reception and assist with general administrative matters when required.
• POD Management: Maintain an organised filing system for Proof of Delivery documentation to ensure easy access and retrieval.
• Ad-hoc Duties: Assist with general queries, monitor emails during staff absences, perform additional duties as requested by management, and process Purchase Orders when required.

REQUIREMENTS

Experience and Qualifications

• Matric / Grade 12 with Pure Mathematics (essential); Accounting (advantageous).
• Completed or currently studying towards a finance-related degree or diploma (2nd or 3rd year).
• Strong understanding of Accounts Payable processes.
• Experience and knowledge of VAT.
• At least one year of relevant work experience in an FMCG environment (advantageous).
• Basic understanding of the chemical manufacturing industry and related supply chain processes (desirable but not essential).
• Valid driver’s licence and reliable transport.

Computer Literacy

• Intermediate proficiency in MS Office packages (Excel, Word, Outlook, etc.).
• Intermediate experience with virtual platforms (e.g. MS Teams, Zoom).
• Familiarity with accounts payable systems and financial software (Syspro advantageous).

Personal Attributes

• Professional and presentable, with excellent verbal and written communication skills for engaging with internal teams and suppliers.
• Strong organisational, time-management, and coordination skills.
• Ability to work under pressure and meet deadlines.
• Methodical, systematic, and analytically minded.
• High attention to detail and accuracy, with a proactive approach to data analysis.
• Positive, self-motivated, and confident in interactions with colleagues.
• Emotionally mature with strong professional integrity.
• Honest, dependable, and reliable.