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Main Purpose of the Role

Ensure on time invoicing against documents, housebill, incoterms, forwarding rates, VAT specific and client specific instructions

Job-Related Requirements

• Matric 
• Minimum 3 years’ experience in the freight forwarding industry,
• Must have strong financial knowledge in invoicing
• Knowledge of Incoterms
• Must have knowledge on how the vat output works
• Ability to work overtime

Computer packages

• CargoWise, strong capabilities on excel, and outlook

Electives

• Must be open to change
• Must be able to communicate effectively
• Must be able to work under pressure
• Must be able to work alone as well as a team
• Must be accurate
• Must have a good attitude
• Team player
• Well presented
• Organized
• Must be efficient
• Deadline driven

Duties and Responsibilities 

• Ensure on time invoicing against documents, house bill, incoterms, forwarding rates, vat specific and client specific instructions
• Air import shipments to be invoiced the same day as customs released
• To ensure clients instruction /SOP are met
• Requests for urgent emails/shipments must be done timeously and responded on
• To ensure that all charges, agents, airlines, shipping lines and internal charges are costed and recovered correctly
• The CargoWise report/invoicing report must be checked and managed effectively
• additional invoices
• Ensure vat is applied on invoices correctly
• Be able to work on reporting /excel is needed

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MAIN PURPOSE OF THE ROLE

This role is to effectively support site operations with regards to purchasing of general warehouse consumables and
managing supplier invoices to ensure payments are adequately made, raising billing to client, collating staff timesheets,
keeping an updated record of assets, controlling the debtors book, supporting quality management with quality
representative, recording of operational key statistics (orderliness, staff, space, overtime etc) and financial reporting to
branch manager. As well as:

• Financial reporting
• KPI & SLA reporting

Tertiary Qualification(s)

• Matric
• Essential: Min of ABET Level 4 Literacy and Numeracy or equivalent test
• Advantage: Finance/ Accounting / Administration Certificate

Additional Computer Skills

• Webcost
• SAP
• ICS

Job-related Requirements

Commercial & financial: Sound financial acumen and experience in adherence to budget, contract management and service level agreements (3 years); People management skills including leadership, performance management, people motivation and people development (minimum 1 year experience); Communication & conflict management skills to successfully deal with all levels, age groups and cultures of people – both internal and external (at least 1 year);
Supporting and Co-operating including working well with people and adhering to principles and values Organising and executing which includes planning, organising, delivering results & adhering to processes & procedures

Flexibility to work after hours and extended hours

ADDED ADVANTAGES FOR THIS ROLE Analytical & problem-solving skills

Duties and Responsibilities:

• Purchasing compliance
• Ordering management – Purchase order trackers to be updated regularly.
•  All orders/ quotes must be approved by the Branch manager before the order is placed.
•  3 quotations to be requested before an order can be placed.
• Distributions of stationary/ hardware/ packaging materials, etc., to Ops
• Control & distribution of PPE

Timesheet/ Labour Invoice

• Timeous submission of timesheets to Labour Broker / Payroll
• Ensure weekly invoices are received from Labour Broker on time
• If not received, follow up with Labour Broker & escalate to Supervisor/ Admin Manager where necessary.
• Raise all anomalies raised by administrator with Branch Manager / Labour Broker
• Get sign off from Branch Managers
• Asset Procurement
• Monthly review of asset register. Verify/sign off on all new assets loaded monthly
• Conduct quarterly audits
• Report back to Supervisor on asset audit findings and status

Invoicing

• Update invoicing schedule’s on ICS monthly
• Raise invoices on time and first time right
• Ensure all supporting documentation uploaded on Debtors Invoicing System
• Ensure all invoices submitted on Debtors Invoicing System (as per schedule)
• Update Invoicing system with SAP invoice numbers.
• All invoices are to be mailed/ uploaded on client portals as soon as they are raised on SAP.

Webcost

• Review all coding and ensure first time right
• Adhere to webcost timelines
• Review Webquery report weekly and action queries
• Raise Webqueries timeously where necessary
• Follow up on credit notes / invoices etc from suppliers
• Escalate any supplier concerns to your Supervisor, escalate to Admin manager if still not resolved.

DSO Management

• Review DSO Report and follow up on outstanding balances
• Build a relationship with relevant client’s accounts payable
• Give feedback to Admin Manager on progress

Financial Reporting/Analysis

• Ensure all financial reports are reviewed, investigated and signed off by the branch manager
• Report all anomolies to Admin Manager
• Respond to P&L queries timeously and investigate where necessary
• Review P&Ls and submit journals to Suoervisor by 12pm on workday 3
• Review P&L’s with branch manager monthly on workday 3
• Prepare SKF reporting and ensure sign off is done by branch manager monthly
• Liaise with Branch Manager on Manning, Equipment & other high costs monthly

KPI Reporting

• Confirm with branch manager what the SLA KPI's are
• Ensure these are managed at branch level
• Table reasoning for any major variances in KPI's and providing that to Admin and Branch Manager
• Branch Support Teams Folder
• Support Branch Managers with all finance and administrative requirements.
• Ensure month end reports are uploaded on the Business Support Folders.
• Sustainability reports and support must be completed by work day 4.