Administrative Officer: Trade and Sundry Payments

3 weeks ago

Bellville, South Africa University of the Western Cape Full time

Reporting to the Manager: Accounts Payable, the role plays a key control and review function immediately prior to processing of payments. With EFT’s and electronic payment workflows and documentation, it falls on this role to mitigate many of the risks associated with a paperless system through acute review and oversight of information used to facilitate payments, and relating to payment details and processes.

Covering the final steps in the payment process, the role of this position in ensuring correct payment, preventing fraud or unauthorized changes as well as in providing payees proof and other information about the payments made is critical, and the impact of mistakes and omissions significant.

**The key outcomes expected from the role are**:

- Generation, review and analysis of a cash requirements run for payments, and the resolution of omissions and errors,
- The preparation of electronic payment files for transmission to the banks, and co-ordination of the upload, review and approval of payment batches by signatories,
- Preparation and distribution of remittance advice and proof of payment documentation, and liaising with payees to ensure they receive correct information regarding payments made to them,
- Compile, review and resolve rejections and any other payment processing issues that arise on processing of EFT’s.
- Plan payment processing dates and times and liaise with and secure availability of signatories and co-ordinate preparation, processing, approval and close-off of payment runs.
- Review payment batches and supporting documents for unauthorized or inappropriate transactions and payments between the University, the Campus Community, and External Vendors.
- Guide and provide information relating to problems, development requirements, and operational issues or changes (system or processes) to System maintenance and development teams to coordinate resolution of system issues identified and improvements.
- Ensure that appropriate procedures for identifying/preventing Duplicate Payments for trade are applied, as well as consistent monitoring and vigilance for duplications and errors.

**Minimum Requirements**
- A completed tertiary accounting or related 2 year diploma (minimum NQF 6) or equivalent
- 5 years’ experience in payment processing on an ERP system, and through an electronic banking platform
- At least 2 years of experience liaising with payees of differing financial acumen to clarify or resolve payment information

**COMPETENCIES**
- Is familiar with and readily embraces and learns use of new technologies, innovation and systems
- Understands payment as well as general financial processing systems, information and records
- Sound written and verbal communication skills (including electronic platforms)
- Honesty, integrity and trustworthiness
- Discretion and confidentiality
- Has a high standard of performance, coupled with a professional and positive attitude
- Knowledge of the Higher education environment

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