Creditors Clerk

We are searching for Creditors Clerk (temp / Fixed Term contract for 6 months with a possibility of becoming permanent)

who will be responsible for managing the accounts payable function for various business verticals within the business(es) by ensuring that all supplier invoices are correctly recorded, matched to purchase orders, and paid on time. This role maintains strong relationships with vendors and internal departments, supports month-end processes, and ensures adherence to company policies and procedures.

Key Responsibilities & KPI Framework

1.Invoice & Data Processing

Responsibilities:

• Receive, verify, and process all supplier invoices in the accounting system.


• Ensure that the department head has allocated the costs correctly where necessary on the invoices and that the accounting allocation toward these cost centres are accurately done.


• Match invoices to purchase orders and delivery notes – at least 3 way matching (invoice, GRN, PO)


• Ensure appropriate authorization is obtained before submission and preparation for payment.


• Apply correct VAT treatment and general ledger allocations based on nature of expense and entity


• Check each invoice for statutory validity.

KPIs:

• Invoice Processing and Turnaround time – invoices to be processed within 48 hours of receipt.


• Systems accuracy - Less than 2% data entry errors per month

2.Supplier Account Management

Responsibilities:

• Reconcile supplier statements and resolve discrepancies promptly.


• Maintain accurate full supplier records in line with the company’s Procure to Pay policy (P2P).


• Monitor creditor age analysis and follow up on long-outstanding items

KPIs:

• Supplier Reconciliations - 100% of key supplier accounts reconciled monthly


• Outstanding Queries Resolution - 90% of supplier queries resolved within 5 working days

3.Payments

Responsibilities:

• Compile weekly and ad hoc payment batches per entity and per payment terms for approval


• Ensure payments are made according to agreed supplier terms.


• Maintain remittance advices and ensure timely distribution.

KPIs:

• Payment Accuracy - 100% correct payments (no duplicate or erroneous payments)


• On Time Payments - 98% of supplier payments made on or before due date

4.Administration:

Responsibilities:

• File invoices, payment confirmations, and other related documents.


• Assist with internal and external audit requirements.


• Maintain compliance with VAT regulations and ensure correct VAT treatment.


• Strive to go paperless as far as possible

KPIs:

• Filing & Documentation - 100% of documentation filed and retrievable within 24 hours


• By end of Q3 of 2025 at least 50% of P2P process ahs to be paperless.

5.Communication

Responsibilities:

• Liaise with suppliers regarding queries and payment issues.


• Communicate with internal departments regarding invoice approvals and discrepancies.

KPIs:

• Communication – Clear and professional communication with both interna and external vendors with no comebacks due to any unprofessional communications

6.Reporting

Responsibilities:

• Prepare monthly creditors age analysis.


• Assist with monthly accruals and provision schedules.


• Report any irregularities or concerns to management.

KPIs:

• All add hoc, weekly, bi-weekly, monthly or quarterly reports are submitted within the deadlines provided / agreed.

7.Systems & Audit Support

Responsibilities:

• Maintain updated supplier master files, including BBBEE documentation, banking details, and SARS compliance.


• Support month-end close by ensuring cut-off compliance and accruals are captured.


• Assist in preparing documentation and reports for external and internal auditors.

KPIs:

• Audit Findings - Zero repeat findings relating to creditors from internal/external audits