Accounts Payable Coordinator

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. To contribute towards the objectives of the finance and administration function by providing timely, accurate and reliable information. 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.

Perform reviews to monitor compliance by Genpact with the VAT act.

Management of GRN weekly to ensure all items processed and cleared and ensure that past due invoices are cleared within 2 months.

Weekly reconciliation of unmatched goods received notes report with comments why the invoices have not been processed.

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. Price and quantity discrepancies.

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.

International Trade Controls

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. Report all accounting, internal control or auditing integrity concerns directly to senior management or the Hotline. 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.

Confidential Information

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. In your outside activities, you must not misuse Federal-Mogul resources or rely on the company’s name or reputation.

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 http://bit.ly/2P7xknq

Job id : , #69116, 52 views,

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