Admin Clerk - Cape Town HQ-ZAF Cape Town, South Africa at PepsiCo

Responsibilities

What are we looking for?

KEY CONTROLS:

A&M Budget Approval & Control

• Ensure that A&M Budget data is loaded accurately on SAP in line with the authorized budget amount.
• Accurate creation of WBS's as per naming convention supplied by Marketing Team.
• Accurately load each WBS budget amount and reconcile that loading was done correctly.
• Ensure that FREEZE / UNFREEZE budget amounts are correct.
• Restate budgets on SAP when/if FREEZE is released.
• Update budgets when WBS movements are actioned.

A&M Budget Tracking

• Maintain Excel reports used by Marketing to track spend, available funds, committed funds.
• Assist Marketing with spend vs. plan through daily updating excel reports as PO's are created and invoices paid.
• Action movements between WBS elements, verifying that it is authorized.
• Reconcile own Excel spend reports with SAP on a monthly basis and query differences with Control.

A&M Spend Tracking

• Ensure that A&M spend is broken down timely & accurately based on Black Swan classification.
• Manage financial year-end: 1) All invoices received, 2) GRIR account clean, 3) Accruals correct,4) Fall-in / Fall-out correct.

A&M Purchase Orders

• Issue PO's that contain accurate pricing information, are authorized (pre / post), and accurately recorded.
• O Creation & allocation to correct GL and correct reflection of spend. ​
• Ensure that all required supporting documents and approvals are scanned onto SAP with CE and PO.

ADMINISTRATION:

Vendors

• Liaise with new suppliers and ensure that all documentation required are obtained.
• Create new vendors as required by Business ensuring that all Control requirements are adhered to.
• Extend current vendors as requested ensuring that all Control requirements are adhered to.
• Inform Marketing once vendor is active.

Free Stock

• Issue free stock as per request from Business.
• Liaise with recipients to acquire required documentation.
• Ensure that all Control required procedures are followed.
• Liaise with DCs to ensure stock availability and ability to deliver.
• Follow-through to ensure that free stock was issued and delivered.
• Ensure that stock costs are allocated to Marketing budget in a timeous and accurate manner.

Vendor Payment

• Manage early payment request (outside of terms) from Vendors by ensuring request is submitted using correct documentation, push request through the hierarchy of approvals required.
• Manage advance payments / partial payments ensuring that correct procedures is followed and that activities are not delayed.
• Liaise with Creditors regarding any supplier / Marketing queries.
• Ensure that Invoices are scanned onto SAP.
• Invoice verification – ensure invoice date is after p/o creation and amount is correct.

Document Retention

• Be informed on all document retention requirements.
• Retain physical and / or digital documents as per legal requirement.
• Capable to access all documents if need to answer queries, must provide evidence to Auditors or any other Business request.

Warehouse Management

• Supply Marketing with a monthly report on warehouse space utilization.
• Minimize cost by flagging non-moving / slow-moving items to Marketing.

Travel Claims

• Create and submit PO's for travel ensuring that correct procedure is followed.
• Assist Marketing with queries and follow-ups for slow payment.

Monthly Reporting

• Monthly recon of outstanding invoices (ME2N report)
• Monthly distribution of run-rate report.
• Ensure that all monthly KC documentation are completed and filed.

Brand Management

• Ad hoc Project Management (e.g. Sharp Shooters, Mandela Day, SASKO Activity Books , Biscuit launch, Stokvels)
• Image Library maintenance (SILO)
• Ad hoc assistance in preparation of Marketing Presentations

Training & Mentoring

• Train new Marketing Team employees on all the procedures and policies that governs their way-of-work in terms of Marketing Procurement / Administration
• Provide oversight, support, and guidance to new employees until they are comfortable with the requirements and processes.

General

• Manage Marketing diaries in coordinating internal- and external meetings when requested.
• Provide assistance in filtering and forwarding communications to proper individuals and departments. ​
• Support Marketing Directors and full Brand Team in all administrative related requests​
• Manage and / or channel all internal Shopper Marketing requests.

Qualifications

What will qualify you for this role?

• 2+ years’ experience in a similar role and environment
• Matric plus 3-year tertiary qualification
• SAP, Excel, and Microsoft Outlook
• Be able to communicate effectively with internal as well as external stakeholders. 
• Knowledge of Key Controls and internal compliance regulations