Accounts Payable Supervisor

Finance

Accountable for quality, standards, service and desired outputs within inter-related functional areas of responsibility. May be responsible for work of others.

Job Purpose

Effectively managing a team of Accounts Payable Administrators, to meet agreed financial goals. Monitoring and controlling the Financial and Administrative aspects of Accounts Payable, day to day operations of Accounts Payable Key Controls.

Key Accountabilities and Outputs

Principal Accountabilities

• Maintain a large number of Vendor accounts while staying in compliance with company policies and procedures
• Management and reconciliation of Foreign creditors with a full and through understanding of Foreign payments
• Supervise a team of selected Accounts Payable Administrators to ensure efficient and accurate control measures in line with documented policies and procedures. Authorisation and accuracy of all processed entries
• Actively engaging with all relavant internal and external stakeholders and resolve all payment related queries that could potentially impact Business reputational risk and result in the breakdown of goods/services supply
• Assess the efficiency and effectiveness of Accounts Payable processes to streamline workflow by implementing effective Business solutions. Communicate and review processes implemented to ensure Business efficiency and effectiveness
• Provide oversight, guidance and coaching to all Accounts Payable Administrators
• Have good understanding and knowledge of SA VAT requirements ensuring Business compliance to prevent potential liability against company from third parties e.g. SARS
• Ensure the AP Team is well versed with SARS requirements for a tax invoice, that the AP Team is validating all invoices received from the Vendor prior to capturing
• Ensure that AP Linking is completed timely by the AP Team and that 3-way matches are done for every transaction (PO/GRV/Vendor Invoice)
• Build and maintain sustainable supplier relations to resolve issues, serve as a resource in troubleshooting complex matters and ensure that problems / queries are responded to appropriately and in a timely manner
• Ensure that Vendor statements are obtained timely
• Ensure monthly Vendor reconciliations are performed timely for every supplier and that all reconciliations are appropriately reviewed. Assist the Team in preparation of Vendor reconciliations when required
• Ensure all Vendor accounts are up to date and liaise with other departments where necessary to ensure costs are processed timely
• Ensure all Vendors are paid as per the agreed Vendor terms
• Ensure Vendor credit limits are not exceeded at any given time
• Detailed review and approval of the daily payment file
• Ensure Vendor payments are loaded in the Banking profile correctly and all appropriate checks are completed to validate payment amounts and Vendor banking details
• Ensure remittances and proof of payment are sent to the Vendor timely
• Effectively manage weekly cash flow forecasting to ensure that adequate cash resources are available to execute payment runs
• Maintain monthly audit review of assigned Supplier reconciliations
• Vendor Master Data review and maintenance on new Vendors, changes on existing, dormant Vendors and credit limits according to AP policy
• To work closely with Procurement department to drive continuous improvement on creditor days
• Provide detailed analysis on monthly AP performance in line with DPO targets as well as commentary on the movement of the Age Analysis and GRV reports
• Assist the external auditors with all their requirements
• Help identify gaps and opportunities for Accounts Payable process optimisation including improving on current SOP's
• Track and monitor performance of Accounts Payable processes against KPI's and implement corrective actions where necessary
• Ensure that the agreed timetables for the Accounts Payable department (month-end and year-end) are adhered to timely
• Demonstrate leadership skills and develop new and exisisting employees
• Meet and exceed cash flow and working capital targets by being responsible for monitoring supplier payments
• Attend Supplier visits as required to enable and support the Business strategy
• Monthly reconciliation of Supplier Ledger accounts
• Adherence to the health, safety and environmental standards
• Ensure compliance to all relevant legislation

General

• Provide ongoing support and coaching for subordinates in line with monthly performance reviews
• Conversant with relevant business information, policies, processes and procedures
• Maintains expected performance standards
• Perform advanced Excel formula's for reporting purposes and to present financial information to Senior Management
• While Job Descriptions are written up for the purpose of a basic outline of the work and responsibilities associated with the Job, the Company encourages and expects all employees from time to time, to assist with work that may not be a direct part of their job description.

Qualifications and Experience

• National Diploma / NQF 6 (Essential)
• Upto 7 years' experience (Operational) FMCG, creditors control experience having dealt with large supplier accounts.
• Microsoft, MS Excel (Advanced), SAP knowledge

Key Qualities

Critical Success Factors

• Previous FMCG experience is an advantage
• Financial understanding & accuracy
• Proficient with all Microsoft Office tools Advanced Excel user
• Analytical mind, organized, precise and meticulous
• Ability to take initiative, learn quickly and strive forward
• Ability to coach and mentor teams

Communication

• Routine communication with internal and external clients and suppliers with a high level of diplomacy and sensitivity

Problem Solving

• Proactive identification of functional problems related to a specific process or policy, determine cause and impact, and choose the best alternative to solve the problem based on guidelines provided and an understanding of the theory or practices underpinning the problem.

Relationships Maintained

• Internal and others outside the organisation

Behavioural Competencies

Customer Relations

• Asks questions to identify customer needs or expectations
• Follows through and meets personal commitments to others on time
• Takes responsibilities seriously and consistently meets the clients' expectations for quality, service, and professionalism.
• Continuously monitors delivery to make sure the customer is receiving good service
• Shows a strong commitment to exceeding customer expectations
• Able to own responsibility for mistakes, apologise and make suitable changes to services

Planning and Organising

• Manages time effectively, ensuring effective completion of tasks under stressful deadlines.
• Able to prioritise activities and resources, ensuring that results are achieved effectively.
• Able to evaluate progress and make appropriate adjustments to initial plans, ensuring a successful outcome.

Analytical Thinking

• Able to take a complex task and breaking it down into manageable parts in a logical, detailed way.
• Thinks of multiple explanations or alternatives to a problem
• Able to identify the information needed to solve a problem effectively
• Performs tasks accurately and thoroughly, making adjustments to ensure needs are met
• Considers business priorities when making decisions or analysing the costs and benefits of various alternative solutions.

Verbal Communication

• Able to communicate verbally in a logical manner.
• Takes the intended audience into account when communicating verbal information.
• Makes use of appropriate business language in verbal communication.
• Includes all relevant information in verbal arguments.
• Demonstrates proficiency of language in verbal communication.
• Interprets complex information to expresses own viewpoint in verbal communication.
• Concludes verbal arguments by making reference to relevant facts

Written Communication

• Able to write in a logical manner.
• Takes the intended audience into account when communicating information in writing.
• Makes use of appropriate business language in writing.
• Includes all relevant information in written arguments.
• Demonstrates proficiency of language in writing.
• Interprets complex information and expresses own viewpoint in writing.
• Concludes written arguments by making reference to relevant facts