TRADE RECON CLERK - 3-6 MONTH FTC

Introduction

Purpose of the Role

1.1. To promptly verify suppliers’ invoices and claims.

1.2. To prepare reconciliations and facilitate and consolidate payments to suppliers every month.

1.3. To investigate claims, discrepancies and ensure credits are passed.

Desired Experience & Qualification

3. Key Responsibilities

3.1. Supplier Invoice Verification

• Verify invoices against the goods received in SAP (Approximately 455 per month).

• Investigate verification differences with both pricing and stock discrepancies by further follow-up and appropriate communication with the supplier or the relevant depot.

• As required, raise claims against the supplier for the pricing/stock discrepancies.

• Communicate all discrepancies within 14 days to the supplier. Obtain supplier statements and perform reconciliations for payments to suppliers (40-50 recons per month).

• Follow up on outstanding reconciliation items with the supplier ensuring no items are greater than 60 days.

3.2. Month End Processing

• Prepare payment by flagging items within SAP to match approved reconciled payment amounts.

• Ensure that all payments are made within the correct payment terms.

• Process supplier correction journals.

• Check that payment runs agree to the total on the payment list.

• Forward remittances and recons to suppliers on a monthly basis.

• Prepare and update the monthly claims ageing schedule, with action points on items over 60 days.

• Back date all verification documents prior to close-off of the fiscal month ensuring gr-ir reduced to a measurable value.

3.3. Administration

• File all invoices and related documents on a monthly basis.

• File all reconciliations on a monthly basis.

• Record copies of claims.

3.4. Effective Teamwork and Self-Management

• Take ownership and accountability for tasks and activities and demonstrate effective self-management in terms of planning, prioritising and self-development.

• Follow through to ensure that quality and productivity standards of work are consistently and accurately maintained.

• Inform relevant parties in the event of tasks or deadlines not met, the potential risks thereof and provide appropriate resolution.

• Support and drive the business core values.

• Manage colleagues and clients’ expectations and communicate appropriately.

• Demonstrate willingness to help others and “go the extra mile” to meet team targets and objectives.

• Champion training and development of self and others through utilising available training opportunities or contributing to the development of new training solutions relating to product costing in collaboration with national training specialists.

• Participate in regular performance appraisals and ensure that own targets and goals are clear and achievable.

. KPI’s

• Efficacy of the filing system

• Accuracy and timeliness of payment processing

• Accuracy and timeliness of prepared schedules

• Resolution of supplier stock and invoice discrepancies

KNOWLEDGE/

COMPETENCE

What skills, knowledge, and/or attributes are necessary to perform the role?

1. Knowledge

• SAP system

• Financial accounting principals and practice

2. Skills

• Verbal and written communication

• Computer literacy (MS Office skills - Word, Excel and Outlook)

• Logical thinking

• Analytical thinking

• Numeracy

3. Attributes

• Assertiveness

• Tolerance of stress and pressure

• Attention to detail

• Deadline driven

• Methodical

• Self motivated

• Able to plan ahead and manage time

• Able to prioritise

QUALIFICATION AND EXPERIENCE

• Matric with accounting

• Studying towards an accounting based tertiary qualification would be preferable

• Minimum 1 year experience in an accounting or administrative field preferably using SAP R/3 module

CUSTOMER RELATIONSHIPS

To what degree is the role holder interacting with internal and external customers

Internal

• Branch administration clerks

• Finance teams

External

• CSD Suppliers

PROBLEM SOLVING/ INNOVATION

As a Trade Recon Clerk, the job holder is expected to

• solve queries with branch administrators and external suppliers on a daily basis.

• use discretion in terms of claims and only elevate rejected/disputed queries to the Commercial Officer.

• make transaction decisions that fall within the ambit of responsibility.

• solve simple administrative problems within the ambit of responsibility.

• implement limited improvement and innovations, particularly those that will lower costs, increase compliance and reduce losses.