Accounts Payable Coordinator
4 weeks ago
DUTIES AND RESPONSIBILITIES:
Job Title :
Accounts Payable Coordinator
Location Name:
City West, Johannesburg
Country:
South Africa
Business Unit:
Motorparts
Department:
Finance Shared Services
Reports to:
Finance Director
Primary purpose(s) of position:
To ensure the ongoing supply of raw materials and services to the company by facilitating the timeous processing and payment of valid creditors by coordination of functions between SA shared services and Genpact.
It is noted that the content of this job description is subject to further review consequent to the outcome of the Genpact solution identification process.
Duties and Responsibilities:
Receipt and Processing of documentation
Co-ordination of Accounts payable functions between Genpact Accounts Payable, SA Finance Shared Services, City West and the plants.
Liaise with the Genpact Accounts Payable, plants and suppliers to ensure that all invoices, delivery notes and other.
Sorting of manual correspondence (including but not limited to invoices, credit notes, statements, delivery notes, purchase requisitions and upload into invoice repository system.
Daily scanning of processed documents as per the company's document management system.
Follow up with Plants/DC and to obtain authorization of all discrepancies including price (from purchasing) and quantity (supply chain).Assist Genpact to resolve supplier queries.
Management of GRN weekly to ensure all items processed and cleared and ensure that past due invoices are cleared within 2 months.
Support the overall invoice receipt and processing function performed by Genpact.
Creditor Payments
Assist Genpact to ensure that suppliers are paid according to their credit terms.
Support Genpact to ensure that payments are only made on the basis of appropriately authorized documentation.
Perform any and all duties required in order to facilitate the payments process (manual and electronic payments).
Processing of payments not performed by Genpact.
Send remittance advice to all suppliers.
Verification/Review and approval of payments by Genpact.
Inter group creditors and debtors confirmations
Liaise with all inter-group debtors and creditors and agree all debtors & creditors balances.
Get written confirmation as proof of balances.
Ensure that all inter-group queries are resolved timeously.
Produce a schedule in the required format for all inter-group balances.
Submit relevant schedules, supporting documentation and reports to Plant Controllers as per agreed timetable.
SOX process and Internal controls
Assist Genpact with the performance of annual review of the accounts payable process through the SOX process.
Manage the performance of annual walk through process through the SOX process.
Identify areas for improvement to increase control and effectiveness of the creditors function.
Creditors Reconciliations
Perform creditors' reconciliations and review reconciliations prepared by Genpact.
Reconciliation of each individual creditor from the FM age analysis to the creditor's statement and the payment.
This is to include creditors for whom there is no age analysis balance and creditors from whom no statement is received.
Reconciling items are to be recorded at a level of detail, removing the need to refer back to supporting documentation.
Assist Genpact to ensure that all reconciling items are to be followed up and actioned timeously.Reconciling items must not appear on reconciliation for more than two successive months.
Interacting with the other F-M plants , DC and other members of staff to ensure that the reconciling items are actioned by them timeously e.g.
Support Genpact to achieve a target of zero reconciling items on each creditor's reconciliation.
Administration
Review of supplier ageing on a monthly basis and report with detailed comments.
In collaboration with Genpact prepare action plan to resolve overdue supplier
invoices.
Preparation of accounts payable information for SA STATS/Reserve bank reporting.
Vendor due diligence.
Provide management with a report of all freight charges for the month (Inbound and
Outbound).
Responding to supplier queries professionally and timeously.
Communicate with suppliers' staff and Genpact to ensure that reconciling items are actioned timeously.
Support Genpact in order to honouring promises and commitments made to suppliers.
Preparation of monthly accruals for submission to the plants for processing. If the item has not been processed an accrual must be raised. Submission as per agreed timetable.
Documents, which have been actioned, must be filed immediately.
Maintain files in a condition that facilitates easy retrieval of documentation and
review.
Monthly reconciliation of the creditors control account to the sub ledger. Submission to the Plant Controllers for review as per the agreed timetable.
Ensure compliance with performance management policies and procedures.
Provide necessary training to SA Shared Services support staff as and when required.
Performance of month end reporting requirements i.e. processing journals, raising accruals.
Key Competencies and behavioural attributes
demonstrates FM core values in the performance of the role. We are a team first.
We respect, trust and help each other.
We act with integrity.
We strive for excellence in all we do.
We create value through innovation.
We celebrate our success.
Ethical Business Practices
Never offer to give, actually give, offer to accept, or accept a bribe, kickback, illegal political contribution or other improper payment to or from any person or organization.
As a global company, it is important that all of our employees understand and follow the laws and regulations that govern international trade
Supplier Relationships
Be lawful and fair in all supplier relationships.
Your Personal Integrity
Helping to keep the company's records accurate and protect and safeguard company assets. Maintain professional relationship with subordinates, co-workers, managers, suppliers or customers.
Financial Controls and Records
Follow Federal-Mogul's financial accounting, reporting and control procedures, as well as Federal-Mogul's rules for the release of financial information outside the company.
Accounting, internal control or auditing integrity concerns include issues that could potentially result in direct financial loss, which includes inaccurate financial reporting that would require changes to Federal- Mogul's financial statements.
All books, records and accounts must accurately reflect transactions and events, and conform to the generally accepted accounting principles in the United States (U.S. GAAP), Federal-Mogul's accounting policies and Federal-Mogul's system of internal controls.Electronic Media Policy
Follow Federal- Mogul's set of guidelines regarding the use of Federal-Mogul provided business equipment and systems and the protection, privacy and confidentiality of electronically produced documents, information and communications.
Whenever you are working with sensitive information about the company, whether it is something you have written, read or discussed, make sure you take all necessary precautions to keep that information Confidential.
Duty to keep property of, or sensitive information about, its customers confidential and not to disclose that information to third parties.
Avoiding Conflicts of Interest
Avoid actions or relationships that might conflict or appear to conflict with your job responsibilities or the interests of Federal-Mogul.
General
You undertake to obey, comply and carry out all lawful and reasonable duties and instructions as from time to time assigned to you by your supervisor.
REQUIREMENTS:
Education
Grade 12 is a minimum requirement.
Experience
Minimum/Essential: 2 years relevant experience
Apply Here
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