Job description

Accurately process incoming invoices and reconcile in compliance with financial policies and procedures.

Key responsibilities

1. General Bookkeeping

• Monthly and ad hoc journal entries
• accurately post cost allocation entries
• Raise accrual journals
• Correctly account for prepayments
• Prepare monthly balance sheet reconciliations for review and approval
• Prepare reports and analysis as required
• Comply with month end and other reporting deadlines
• Assist with other month end and reporting requirements
• Treat invoices in foreign currency correctly
• Process any other transactions as required

2. Cashbook and banking

• Reconcile cashbooks for 4 entries
• Prepare weekly cashflow report
• Prepare cashflow forecasts and requirements monthly and as required
• Prepare monthly forecast of payments (forecast creditors listing)
• Prepare payment authorisation runs in terms of policy
• Identify reconciling items on cashflow and ensure these are correctly resolved
• Payments to suppliers:
  • Submit only valid and authorised invoices / costs for payment
  • Load balances to be paid to suppliers after the approval of creditors reconciliations
  • Ensure suppliers are paid in accordance with payment terms of the creditors account
  • Ensure only invoices that have been processed as submitted for payment (unless an advance payment is required and has been authorised)
  • Only load valid and authorised payments on the banking application
  • Accurately load banking details of the supplier, amount to be paid to the supplier & payment reference on the banking system when required

3. Petty cash

• Issue petty cash for approved petty cash requisitions / requests
• Reconcile petty cash on the approved template / format on a weekly basis
• Processing petty cash transactions accurately and within deadlines on a weekly basis

4. Intercompany Transactions

• Ensure all intercompany balances agree with the counterparty at each month end
• Obtain intercompany confirmations
• Complete any re-invoicing to be performed to other intercompany entities (including raising POs if required)
• Request account statements from active suppliers at a minimum monthly
• Complete creditors reconciliations on a monthly basis
• Request outstanding invoices from intercompany vendors as required in time for payment and processing within deadlines
• Ensure invoices/ credit notes are not captured on the accounting software more than once
• Ensure invoices are not paid more than once
• Ensure all invoices captured comply with SARS & other legal requirements
• Match supporting documents to expense claims as required within 24 hours of receiving claim
• Revalue foreign currency intercompany loans appropriately

5. Other

• Report any suspicious or possibly fraudulent transactions to Financial Manager, CFO, Managing Director or other valid reporting channels as per policy
• Accurately complete all filing and document storage requirements as required or as per procedure
• Comply with processes and procedures
• Comply with finance department processes and procedures
• Assist treasury department by accurately:
  • Confirming bookings on the payment box
  • Taking walk-in customers payments, including cash payments
  • Assisting customers with finance queries on the telephone
• Maintaining professional working standards, respecting confidentiality and professional work ethic

Job Requirements

• Grade 12
• Minimum of 5 years' experience as a bookkeeper
• Accounting or bookkeeping qualification
• Basic accounting knowledge
• Computer literate