HEAD OF SHARED SERVICES
Finance
Accountable for maintaining quality, standards, service, and desired outputs within inter-related functional areas of responsibility. May be responsible for ensuring the adherence of others to a set framework of policies and procedures. This role will work with various concrete variables, requiring an understanding of the theory or practices underpinning interrelated functional processes within a multi-procedural environment.
Job Purpose
Reporting to the CFO, this role is responsible for the creation, development, and management of the Company’s shared services function, supporting the business with transaction processing, financial controls, payments and collections. This role will also own and be responsible for working capital management. The role will therefore manage shared service KPI’s as well as oversea, motivate, develop, and retain employees within the Accounts Receivable and Accounts Payable departments.
Key Accountabilities and Outputs
Shared Services Management
Shape and articulate the shared services strategy and proposition to all stakeholders
Design systems and reports to improve the efficiency and effectiveness of the shared services department.
Design, implement, and monitor standardised shared services policies and procedures across BevCo (including the procure to pay policy).
Identify risks, design, and implement appropriate financial controls and processes within the Accounts Receivable and Accounts Payable Departments.
Lead, manage and develop the Credit and Collections Manager and National Accounts Payable Manager, thereby enabling the Shared Services Department to deliver on its mandate.
Ensure that financial risks pertaining to Credit and Collections, Accounts Payable, and Working Capital are identified, assessed and managed
Ensure that functional business continuity plans are in place for the Shared Services Department.
Review audit findings and ensure adequate mitigation plans have been developed and implemented to resolve areas of concern.
Lead the digitization of key processes within the Shared Services department (in conjunction with IT)
Assist with the management of the financial covenant
Credit and Collections Management
Monitor and report on outstanding accounts and implement remedies to collect.
Govern credit extension by approving reviewing and approving credit applications.
Approve credit notes and investigate methods of reducing these over time.
Forecast collections and build relationships with the commercial and supply chain teams.
Manage projects aimed at minimizing back-end debt
Explore new methods of collecting cash within diverse markets
Accounts Payable and Vendor Management
Govern the review and release of supplier payments.
Build relationships with business functions and suppliers.
Manage projects aimed at minimizing back-end debt.
Build relationships with businesses and suppliers.
Monthly forecasting of payments.
Working Capital Support
Manage the Trade and other Receivables Working Capital KPIs and ensure reporting is submitted
Manage the Trade and other Payables Working Capital KPIs and ensure reporting is submitted
Forecast working capital
General
Lead, and manage a large team of functional experts within the
Apply leading practice end to end process expertise in core finance in order to design and implement new re-engineered processes in a Shared Services
Responsible for the management and improvement of Working Capital
Co-ordinate strategic planning processes for the organisation
Ensure that risks relating to strategy are managed
Compile and present reports to peers, ExCom and the board
Facilitate ongoing professional development, including the implementation of the Department’s Performance Development to ensure all staff within the department are effectively engaged and motivated in the delivery of service and business outcomes.
Build and foster strategic partnerships with suppliers and customers
Promote a positve culture of customer-centred service delivery and continuous service improvement to ensure customer needs and expectations, and Service Level Agreements are met.
Demonstrate a commitment to a continuous-learning culture where team input, innovation and professional learning opportunities are valued
Qualifications and Experience
Qualified Chartered Accountant CA (SA) - SAICA
At least 5 years experience in leading a Shared Services department within the FMCG environment
Knowledge of the PMFA, King IV, IFRS 9, income tax act, and VAT act and with regard to financial matters and ethics
In-depth Knowledge of Working Capital
Thorough understanding of financial controls and processes
Experience in compiling financial statements and financial reporting
Advanced Excel and reporting skills
Exposure to integrated ERP (SAP ) systems
Key Qualities
Communication
High level written proposals or presentations to the board or key external stakeholders on the strategic direction of the overall business
Problem Solving
Proactive identification of functional problems that do not have predetermined guidelines, routines or procedures for solution, determine cause and impact, and choose the best alternative to solve the problem based on previous experience and an understanding of the theory or practices underpinning the problem.
Relationships Maintained
Groups of individuals at a senior management level inside the organisation
Behavioural Competencies
Collaboration
Helps others with their work.
Meets commitments to team members or others in the organisation.
Actively contributes to team discussions and the accomplishment of team work plans.
Shares expertise and resources to help others address their needs.
Seeks to include all those who can contribute to the most successful outcome and those who have a stake in the results.
Actively keeps all stakeholders informed.
Attempts to reinvigorate team processes when progress is lagging: stays engaged even when not in full agreement with the team’s direction.
Accountability
Accomplishes assigned tasks and goals: takes necessary actions to keep progress against objectives on track.
Prepares a roadmap for success.
Ensures that all who need to know, are clear about the plan.
Takes full responsibility for own actions and outcomes, including mistakes.
Always acts in the company’s best interest, regardless of whether it is difficult or unpopular.
Ensures others are on track for achieving their goals.
Decision Making
Organises information to make it easier to analyse or see trends.
Anticipates consequences and formulates alternatives.
Establishes clear decision criteria for making informed choices.
Seeks relevant information to better understand situations and problems.
Conducts appropriate analysis; neither makes snap decisions or over-analyses.
Sees relationships between various facts, figures or other information.
Legal and Ethical Conduct
Keeps current with all the laws and company policies that govern one’s work activities, or seeks counsel before acting
Conforms with all laws and company policies that govern one’s work activities
Keeps abreast of changes in standards applicable to one’s profession
Acts in accordance with conventional ethical and professional standards
Takes action to enforce legal, policy, ethical and professional requirements; exposes violations
Continuous Improvement
Increases performance expectations when success has been achieved
Seeks out sources of information, including trade associations, “best practice” companies, customers, peers, subordinates, etc.
Finds ways to fast-adapt improvement ideas to work processes
Proactively seeks out resources, alliances, etc., needed to quickly introduce improvements
