SmartStart is a national early learning programme that is looking for a dynamic, creative and self-driven individual with experience in training materials and adult learning to support our programme design team. Experience in the Early Childhood development skills and experience preferable.
SmartStart Early Learning NPC seeks to appoint a Junior Creditors Clerk to be based in Johannesburg.
Aim of the role:
To ensure that all supplier information is recorded correctly, completely and timeously each month to facilitate the accurate payment of suppliers.
To support the Senior Creditors Clerk in achieving the organisational goals for the Finance Department, including cashflow management and management of franchisor and supplier spend.
Note: SmartStart is in the early stages of its organisational life cycle and consequently all employees are required to adopt a flexible approach to their roles. The key responsibilities of the role are outlined below, but SmartStart reserves the right to change and/or expand on these responsibilities as the organisation grows.
Reporting Line:
Necessary candidate qualifications:
Matric, Accounting/Bookkeeping diploma or degree, more than a year’s previous experience in an Accounts Department dealing with suppliers
Adhering to monthly deadlines in place is critical to the performance of the department and constant communication is required between the finance staff, thus good communication skills and teamwork is essential.
Responsibilities of the position:
Suppliers:
Ensure that all supplier invoices received via email or physically, are properly cost coded and project coded, authorised by relevant Department Leads and captured on Sage system as a Purchase Order.
Before any new suppliers are recorded, ensure a Supplier Information form is completed by the supplier and is stored on One Drive along with the supporting documentation.
All electronic information (invoices, approvals, emails) received from the supplier needs to be filed as required on One Drive to ensure documents are easily accessible and in logical order.
Conversion of Purchase Order to Invoice on Sage to record the expense will be done by the Senior Creditors Clerk
Request monthly statements from all suppliers with terms
Perform supplier reconciliation of Sage to supplier statement where required.
Particularly focusing on the receipt of all documentation required to support the payment of suppliers for our internal branches, which include many suppliers who are not financially trained or computer literate, thus a thorough understanding of our processes and controls needs to be in place with the Junior Creditors Clerk and these need to be re-inforced regularly to ensure compliance each week.
Payments:
Assist the Senior Creditors Clerk weekly with the payment run and ensure all suppliers who submitted valid documents, are paid.
Send proof of payments where necessary to suppliers.
Project accounting:
Support the Project Accountant with the filing of supporting documents required for various project reporting monthly, by creating logical folders with all project documents filed in addition to supplier filing electronically.
Budgeting:
Audits:
Undertaking audit preparations to ensure an efficient, effective and successful statutory external audit.
Assist with sample selection during audit.
Ensuring that audit findings are timeously resolved, prior to the commencement of the next year’s audits.
Other:
Prepare any new suppliers for review by Senior Creditors Clerk along with loading and updating of supplier banking details on FNB by the Senior Creditors Clerk, with Finance Manager sign off to ensure all regularly paid suppliers are loaded as beneficiaries.
Ensuring that staff are provided with efficient and effective support/ assistance from the Finance department with regards to supplier payments.
Assisting the Financial Accountant as and when required with queries.
Taking part in regular team reflection and review sessions with Finance Manager, including SmartStart team meetings.
Ensuring that all source documents are appropriately filed and files are properly labelled to facilitate retrieval of documents at all times.
Assisting with the preparation of financial documents and presentations for management, funder and board requirements as required.
Assisting with switch over to new supplier module on the accounting system and aligning with revised duties required once purchase requisitions and approvals via system are in place.
Kindly send a covering letter along with your CV to: [email protected]
Please note that this is a 6-month contract role with possible extension at the end of the contract.
For more about SmartStart, refer to https://www.smartstart.org.za/