IT Finance Administrator at The Coca-Cola Company

Key Duties & Responsibilities:   

Creation of Purchase Requisition (PR):

• Ownership of the CCSabco administration role for purchase requisitions, including support processes, systems, and tools, including:
• Creation of IT Purchase Requisitions in D365 for both companies Coca-Cola Beverages SA (Pty) Ltd (CCBSA) and Coca-Cola Sabco (Pty) Ltd (CCSabco)
• Check that Purchase Order Request form is complete and that all supporting docs and approvals are attached
• Create the Purchase Requisition in D365
• Load all supporting documentation in D365
• Submit the Purchase Requisition for Purchase Order creation, within 24 hours of receipt of completed support documentation
• Respond / resolve queries received from Procurement

Follow Up On Creation Of Purchase Order (PO):

• Follow up on D365 workflow to ensure PO is confirmed timeously (PR to be converted to PO within 24 hours of PR creation)
• Download PDF version of PO from D365 and forward to PO Requestor and vendor
• Maintain tracker of CCBSA PO numbers and associated D365 Cost Collector number. Forward to IT Finance Manager by close of business on the Monday before Friday month end close

Receipting Of All Goods And Service Delivered:

• Follow up on open POs with service owners. Delivered goods / services to be receipted before month end close

Download and circulation of open PO reports:

• Create on 2nd, 3rd and 4th week of the month, including the Friday before month end. Circulate to PR requester for follow up on delivery of goods / services
• Service owners to follow up with service providers and ensure goods / services are delivered on time
• Service owners to communicate back to IT Financial Administrator as to which line items on the PO have been received and can be receipted

Open PO report to be circulated to IT Finance Manager:

• CCBSA – close of business on the Monday before Friday month end close
• CCSabco – close of business on the Tuesday before Friday month end close
• Receipt all goods / services delivered before month end cut-off timelines

Facilitate Timeous Processing Of Vendor Invoices:

• On receipt of vendor invoice
• Check invoice for completeness (correct Entity, VAT Number, PO number)
• Circulate to the service owner for review and approval to process
• Once approval to process invoice has been received, circulate to the respective finance departments for processing (CCBSA – Iron Mountain / CCSabco – Group Office Accounts Payable department)

General Ledger Journal Processing:

• Upon instruction and approval by the IT Finance Manager, process IT journals in D365:
• Monthly IT prepaid journal
• Monthly CCBSA IT recharge journal
• Month end accrual journals
• Other journals as required

General:

• Ensure simplified and standardised month / quarter / year-end processes are followed
• Identify opportunities to eliminate process inefficiencies

Skills, Experience & Education:    

Qualifications:

• Post matric Accounting / Administrative qualification

Experience:

• 3 – 5 years’ experience in a Finance Administrator role
• Strong ERP experience and excellent MS Office skills, particularly Excel at an intermediary / advanced level
• Strong focus on detail (accuracy and completeness), adherence to policy and procedure, meeting deadlines and strong interpersonal skills (communicating / guiding)