To supervise and optimise the end-to-end creditors and payment function by ensuring accurate invoice processing, 
timely vendor payments, effective vendor relationship management, ERP/SAP vendor master control, reporting, 
reconciliations, and continuous process improvement while ensuring compliance with company policies and payment 
deadlines.

1. Invoice Auditing & Accuracy 
- Audit and verify supplier invoices for completeness, accuracy, correct approvals, pricing, VAT, and supporting 
documentation. 
- Ensure 100% invoice audit accuracy before processing. 
- Identify and resolve invoice discrepancies timeously. 

2. Discounts & Rebates Management 
- Capture and monitor supplier discounts, rebates, and negotiated payment terms accurately. 
- Ensure all applicable discounts are claimed within agreed timelines. 

3.  Vendor Payments Management 
- Ensure timely processing of vendor payments in accordance with approved payment terms. 
- Prepare and manage payment batches and payment advices. 
- Ensure payment accuracy aligns with approved vendor reconciliations. 

4.  Creditors Team Supervision 
- Monitor creditors team performance against deadlines and service standards. 
- Track turnaround times and responses to vendor and internal queries. 
- Provide support, guidance, and performance feedback to creditors clerks. 

5.  Vendor Relationship Management 
- Liaise with vendors regarding account queries, payment issues, and reconciliations. 
- Align supplier credit limits and ensure prompt query resolution. 
- Maintain positive supplier relationships to ensure uninterrupted supply. 

6.  Vendor Master Administration 
- Act as custodian of the vendor master database. 
- Oversee vendor onboarding, updates, maintenance, and approvals within ERP and SAP systems. 
- Ensure vendor information is accurate, compliant, and up to date. 

7.  Payment Schedule Management 
- Prepare and present consolidated monthly payment schedules for all entities. 
- Ensure payment schedules are circulated for approval by the 25th of each month. 

8.  Vendor Ageing & Debit Balance Control 
- Ensure vendor ageing does not exceed 30 days unless formally approved. 
- Monitor, investigate, and resolve debit balances. 
- Circulate monthly ageing and debit balance reports. 

9.  Processing Time Management 
- Track invoice processing and payment turnaround times. 
- Reduce processing cycle times to less than 2 working days. 
- Monitor Purchase Approval (PA) processing times from creation to approval. 

10.  PA Tracking & Reporting 
- Prepare monthly reports highlighting PA approval delays. 
- Escalate long outstanding approvals to management. 

11.  Reconciliations & Tracking 
- Track invoices processed, PAs completed, and reconciliations performed per creditors clerk. 
- Ensure monthly vendor reconciliations are completed accurately and timeously. 
- Ensure zero unresolved balances on reconciliations. 

12.  Payment Accuracy & Compliance 
- Ensure payment advices are accurate and aligned to approved reconciliations. 
- Maintain compliance with company financial controls and policies. 

13.  Automation & Process Improvement 
- Drive automation initiatives within the creditors and payment process. 
- Identify opportunities to reduce processing time, cost, and manual intervention. 

14.  Reporting & Communication 
- Prepare, circulate, and track the following reports timeously: 
- Vendor onboarding, credit application, and credit limit status reports 
- Vendor balances and reconciliation reports 
- Payment advice processing reports 
- Open PA reports 
- Debit balance reports (circulated every Monday) 
- Self KPI assessment reports 

15.  Advance & Urgent Payment Tracking 
- Track all advance payments and ensure resolution within 7 days after material delivery. 
- Monitor urgent payment requests and provide feedback within 1 working day. 

16.  Training & Development 
- Train and mentor creditors clerks on processes, systems, compliance, and best practices. 
- Support continuous skills development within the team. 

17.  Ad Hoc Duties 
- Perform additional duties and finance-related tasks as required by management. 
- Key Performance Indicators (KPIs) 
- 100% invoice audit accuracy 
- Vendor ageing maintained within 30 days 
- Monthly payment schedules circulated by the 25th 
- Invoice/payment processing turnaround below 2 working days 
- Timely completion of vendor reconciliations 
- Reduction in unresolved debit balances 
- Response time to urgent payment requests within 1 working day 
- Resolution of advance payments within 7 days 
- Accurate and timely reporting circulation 
- Continuous process automation improvements 


Minimum Requirements 
Qualifications: 
- Diploma or Degree in Finance, Accounting, Bookkeeping, or related field 
- Experience 
- Minimum 5 years’ experience in Accounts Payable / Creditors environment 
- Minimum 2 years supervisory experience 
- Experience working on ERP systems and SAP essential 
- Skills & Competencies 
- Strong reconciliation and auditing skills 

Advanced Excel and reporting skills: 
- Strong knowledge of creditors and payment processes 
- Attention to detail and high level of accuracy 
- Strong communication and vendor management skills 
- Deadline driven and highly organised 
- Problem-solving and analytical ability 
- Leadership and team management capability 
- Systems Knowledge 
- SAP 
- ERP systems 
- Microsoft Excel (Advanced)