Cashbook & Trade Payables Administrator (12 month contract) at Aspen Pharma Group

JOB REQUIREMENTS: 

To enable the effective, accurate, complete, and timeous accounting of stock-related transactions in line with key responsibilities; Control all aspects of the Cash Book. Maintain complete and accurate processing, reporting and recording of cashbook entries. Ensure adherence to monthly and annual reporting deadlines.

Roles & Responsibilities:

Invoice matched to purchase order and processed for finalization (Quantity and Value)

• Ensure accurate invoice processing in keeping with month-end timelines. PPF invoices reviewed, and PO creation requested from Accounts Payable team
• Address queries with Demand Planners, Warehouse and Commercial Managers
• Check invoice adheres to SARS requirements
• Check all backup documentation is attached and follow up to ensure the completeness of invoices
• Ensure transactions are accurately recorded and complete. Analyse and maintain the Goods Received, Invoice Receipt (GRIR) and Supplier Age Analysis

Select invoices for payment per supplier

• Ensure that invoices are paid in accordance with agreed payment terms
• Ensure that payments to suppliers are accurate and complete

Ensure supplier's recon is balanced back to ledger timeously

• Confirm supplier receivables account is up to date
• Any overdues to be deducted from payment

Confirm inter-company stock balances for the month

• Ensure the timeous payment of intercompany balances

Analysis and comment on GRIR recon for reporting by the 20th

• Set up monthly meetings to take management through the details, action plans and commentary on the GRIR. Daily GRIR summary distributed to management to show movement and status of invoice processing.

Journals to be processed and finalized timeously

• Revaluation should be released to Purchase Price Variance (PPV), if and when applicable. Review Billback GL and process any movement journals. 
• Intercompany GIT journal 
•  GL recons 

Cashbook Function

• Ensure daily bank statements are received and automatically posted on SAP.
• Perform manual posting if automatic posting is not done.
• Manually allocate all unmatched items of bank detail on all bank accounts relevant
• Forex transactions / other transaction (not AP / AR related) must be accurately and completely allocated and matchedPreparation, loading and request for authorization of EFT transfers & payments on the FNB platform.
• Payments that are not completed/ actioned by AP (VAT; Withholding tax, Royalties, and the like)General ledger Reconciliation of Bank related accounts.
• Unallocated Cash recon. Investment account.
• Cash in transitGeneral ledger Reconciliation of Bank related accounts.
• Unallocated Cash recon.
• Investment account.
• Cash in transit
• Any other cashbook-related requests

Cashbook – Month-end tasks & petty cash

• Verify receipt of Interest payment by Enterprise Development (ED) loan counterparties.
• Clearing journals/Allocation journals/ Correction journals related to recon follow-ups.
• Month-end journals that are applicable and not mentioned in any of the other categories
• Quarterly review of bank account signatories 
• Any added-on bank accounts via business changes and evolution.
• Responsible for Woodmead and Regional petty cash.
• Re-imbursement and top-ups to be done monthly. Reconciliation of petty cash to be done monthly for Woodmead. Capturing of transaction per reconciliation

General

• Internal and external suppliers are constantly updated as to the progress of their queries
• SOP's:  Compile, implement, distribute, and regularly update
• Audit:  Ensure that all matters pertaining to internal and external audit are dealt with timeously and accuratelyQueries:  Effectively responding to queries (speed; accuracy; professionally)Ensure that back-up is available/trained at all times

Requirements

Education & Experience:

• Matric / Grade 12
• Relevant financial qualification
• At least 3 years work experience in a financial environment
• Computer literate – strong in MS Excel, MS Word and a fully integrated computer system
• Accounting for purchases of inventory items preferred
• Fleet administration experience preferred
• SAP experience advantageous 

Skills and Attributes:

• Good planning and organisational skills
• Efficient time-management skills
• Good interpersonal and communication skills (verbal & written)
• Numerical acumen
• Analytical skills
• Adaptable to change
• Highly motivated, energetic & proactive
• Problem-solver, who can exercise good judgment
• Ability to work calmly under pressure
• Focused on attention to detail, and deadline-driven
• Responsible & accountable