Accounts Payable Supervisor
Accountable for quality, standards, service and desired outputs within inter-related functional areas of responsibility. May be responsible for work of others.
Job Purpose
Effectively managing a team of Accounts Payable Administrators, to meet agreed financial goals. Monitoring and controlling the Financial and Administrative aspects of Accounts Payable, day to day operations of Accounts Payable Key Controls.
Key Accountabilities and Outputs
Principal Accountabilities
Maintain a large number of Vendor accounts while staying in compliance with company policies and procedures
Management and reconciliation of Foreign creditors with a full and through understanding of Foreign payments
Supervise a team of selected Accounts Payable Administrators to ensure efficient and accurate control measures in line with documented policies and procedures. Authorisation and accuracy of all processed entries
Actively engaging with all relavant internal and external stakeholders and resolve all payment related queries that could potentially impact Business reputational risk and result in the breakdown of goods/services supply
Assess the efficiency and effectiveness of Accounts Payable processes to streamline workflow by implementing effective Business solutions. Communicate and review processes implemented to ensure Business efficiency and effectiveness
Provide oversight, guidance and coaching to all Accounts Payable Administrators
Have good understanding and knowledge of SA VAT requirements ensuring Business compliance to prevent potential liability against company from third parties e.g. SARS
Ensure the AP Team is well versed with SARS requirements for a tax invoice, that the AP Team is validating all invoices received from the Vendor prior to capturing
Ensure that AP Linking is completed timely by the AP Team and that 3-way matches are done for every transaction (PO/GRV/Vendor Invoice)
Build and maintain sustainable supplier relations to resolve issues, serve as a resource in troubleshooting complex matters and ensure that problems / queries are responded to appropriately and in a timely manner
Ensure that Vendor statements are obtained timely
Ensure monthly Vendor reconciliations are performed timely for every supplier and that all reconciliations are appropriately reviewed. Assist the Team in preparation of Vendor reconciliations when required
Ensure all Vendor accounts are up to date and liaise with other departments where necessary to ensure costs are processed timely
Ensure all Vendors are paid as per the agreed Vendor terms
Ensure Vendor credit limits are not exceeded at any given time
Detailed review and approval of the daily payment file
Ensure Vendor payments are loaded in the Banking profile correctly and all appropriate checks are completed to validate payment amounts and Vendor banking details
Ensure remittances and proof of payment are sent to the Vendor timely
Effectively manage weekly cash flow forecasting to ensure that adequate cash resources are available to execute payment runs
Maintain monthly audit review of assigned Supplier reconciliations
Vendor Master Data review and maintenance on new Vendors, changes on existing, dormant Vendors and credit limits according to AP policy
To work closely with Procurement department to drive continuous improvement on creditor days
Provide detailed analysis on monthly AP performance in line with DPO targets as well as commentary on the movement of the Age Analysis and GRV reports
Assist the external auditors with all their requirements
Help identify gaps and opportunities for Accounts Payable process optimisation including improving on current SOP’s
Track and monitor performance of Accounts Payable processes against KPI’s and implement corrective actions where necessary
Ensure that the agreed timetables for the Accounts Payable department (month-end and year-end) are adhered to timely
Demonstrate leadership skills and develop new and exisisting employees
Meet and exceed cash flow and working capital targets by being responsible for monitoring supplier payments
Attend Supplier visits as required to enable and support the Business strategy
Monthly reconciliation of Supplier Ledger accounts
Adherence to the health, safety and environmental standards
Ensure compliance to all relevant legislation General
Provide ongoing support and coaching for subordinates in line with monthly performance reviews
Conversant with relevant business information, policies, processes and procedures
Maintains expected performance standards
Perform advanced Excel formula’s for reporting purposes and to present financial information to Senior Management
While Job Descriptions are written up for the purpose of a basic outline of the work and responsibilities associated with the Job, the Company encourages and expects all employees from time to time, to assist with work that may not be a direct part of their job description.
Qualifications and Experience
National Diploma / NQF 6 (Essential)
Upto 7 years’ experience (Operational) FMCG, creditors control experience having dealt with large supplier accounts.
Microsoft, MS Excel (Advanced), SAP knowledge
Key Qualities
Critical Success Factors
Previous FMCG experience is an advantage
Financial understanding & accuracy
Proficient with all Microsoft Office tools Advanced Excel user
Analytical mind, organized, precise and meticulous
Ability to take initiative, learn quickly and strive forward
Ability to coach and mentor teams
Communication
Routine communication with internal and external clients and suppliers with a high level of diplomacy and sensitivity Problem Solving
Proactive identification of functional problems related to a specific process or policy, determine cause and impact, and choose the best alternative to solve the problem based on guidelines provided and an understanding of the theory or practices underpinning the problem.
Relationships Maintained
Internal and others outside the organisation
Behavioural Competencies
Customer Relations
Asks questions to identify customer needs or expectations
Follows through and meets personal commitments to others on time
Takes responsibilities seriously and consistently meets the clients’ expectations for quality, service, and professionalism.
Continuously monitors delivery to make sure the customer is receiving good service
Shows a strong commitment to exceeding customer expectations
Able to own responsibility for mistakes, apologise and make suitable changes to services
Planning and Organising
Manages time effectively, ensuring effective completion of tasks under stressful deadlines.
Able to prioritise activities and resources, ensuring that results are achieved effectively.
Able to evaluate progress and make appropriate adjustments to initial plans, ensuring a successful outcome.
Analytical Thinking
Able to take a complex task and breaking it down into manageable parts in a logical, detailed way.
Thinks of multiple explanations or alternatives to a problem
Able to identify the information needed to solve a problem effectively
Performs tasks accurately and thoroughly, making adjustments to ensure needs are met
Considers business priorities when making decisions or analysing the costs and benefits of various alternative solutions.
Verbal Communication
Able to communicate verbally in a logical manner.
Takes the intended audience into account when communicating verbal information.
Makes use of appropriate business language in verbal communication.
Includes all relevant information in verbal arguments.
Demonstrates proficiency of language in verbal communication.
Interprets complex information to expresses own viewpoint in verbal communication.
Concludes verbal arguments by making reference to relevant facts
Written Communication
Able to write in a logical manner.
Takes the intended audience into account when communicating information in writing.
Makes use of appropriate business language in writing.
Includes all relevant information in written arguments.
Demonstrates proficiency of language in writing.
Interprets complex information and expresses own viewpoint in writing.
Concludes written arguments by making reference to relevant facts
