Accounts Officer

Accounts Officer (Houghton)

Date: 2025/02/04

Reference Number: ACC01

Description:

Ensures that all transactions in area of responsibility are processed timeously.

1. On time generation of all entries in paying status from Procurement system for area under control (Accounts Payable, Imprest, Petty cash).
2. Ensure the accuracy of all GL allocations.
3. Review for items of Capital nature or prepaid items.
4. Process journals to reallocate cost when GL allocations are incorrect.
5. Ensure the accuracy and validity of all supporting documentation.
6. Ensure that all invoices comply with VAT regulations to claim VAT back.
7. Escalate all outstanding entries that are not timeously loaded or receipted.
8. Process all manual entries, not generated from the sub ledgers, on the Bank statement in the Cashbook.
9. Maintain fixed assets in the asset register in terms of Addition, Disposals, Transfer and revaluation.
10. Process all billing in area of responsibility.

Payment and Refund Processing:

1. On time processing of all payments and refunds in area of control.
2. Accuracy and completeness of payments.
3. All reconciliations that support payments are in balance (Groups and Large National vendors).
4. All vendors are paid within payment terms (Groups and Large National vendors).
5. All Imprest and Petty cash accounts are refunded within timelines.
6. All employee refunds are processed within timelines.
7. All statutory payments are processed within timelines.

Accruals and Reallocations:

1. Raise accruals for all receipted open orders on procurement report.
2. Raise accruals for all recurring expenses in area of control.
3. Reverse accruals when payments are generated from procurement system.

Reconciliations:

1. Responsible for Balance sheet reconciliations for area of responsibility.
2. Ensure only valid entries in Balance sheet reconciliations and resolve reconciling items timeously.

Master File Administration:

1. Load suppliers on the Financial system.
2. Load suppliers on the Banking system.
3. Ensure completed supporting documentation.
4. Maintain Asset Setup in Syspro with regards to Asset Type, Branch, Asset Owner, Location, Depreciation Code etc.
5. Maintain Banking matrix for all Bank platforms.
6. Maintain all user setups with Banks.

Prepare Foreign Currency Payments and Control:

1. Prepare the foreign payments in accordance with forex policy payments.
2. Maintain register for all foreign currency received and issued, to reconcile with foreign currency on hand at all times.
3. Follow up to ensure that reconciliation and unused forex are submitted to finance within 5 days after returning from overseas trip, escalate where necessary.
4. Perform a physical cash count on a monthly basis.

Petty Cash:

1. Responsible for issuing Petty Cash at Support Office.
2. Verify that the correct level of authority has been attained before releasing funds.
3. Balance funds on a weekly and monthly basis.
4. Escalate outstanding submission timeously for Support Office.

Maintain Treasury Function:

1. Determine daily the cash balance and requirements for next day and submit to Finance Manager.
2. Maintain bank balances at an optimum level.
3. Compile daily cashflow input sheets.

Manage Capex Allocation:

1. Issue Capex in line with Capex policy.
2. Maintain Capex register for monthly reporting.

General Office Administration:

1. Keep record of all financial documentation for auditing purposes.
2. Ensure all filing is done within agreed time frames.

Adhoc:

1. Assist with any Adhoc duties as required.

Requirements:

1. 3 years’ experience in a Finance Department.
2. Matric Qualification with Accounting and Mathematics.
3. External: 3 Year tertiary financial qualification.
4. Internal: studying towards a 3-year professional tertiary financial qualification with first year successfully completed.

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