Administrative Assistant
Location: Cape Town
Job Type Classification: Permanent
Closing Date: Not Specified
Salary: market related
1. Introduction
A vacancy exists for an Administrative Assistant within the Finance Department, specifically in the Accounts Payable unit. This role is integral to ensuring that supplier invoices are accurately processed and that payments are completed within contractual and statutory timeframes. The incumbent will be responsible for maintaining financial accuracy, upholding internal controls, supporting month-end and year-end closing processes, and contributing to the overall efficiency of the Accounts Payable function. The role requires exceptional attention to detail, strong organizational skills, and the ability to work under pressure in a deadline-driven environment.
2. Purpose of the Role
The primary purpose of this position is to ensure the effective, timely and accurate processing of supplier invoices and related financial documentation, while adhering to company policies, accounting standards, SARS requirements, and contractual terms. This supports vendor relationships, internal compliance, accurate financial reporting, and smooth operational continuity.
3. Key Responsibilities
3.1 Invoice Processing
- Receive, verify, validate, and process supplier invoices in accordance with company procedures and financial controls.
- Ensure invoices are captured accurately in the financial system with correct coding, amounts, VAT allocation and supporting documentation.
- Match invoices to purchase orders and goods received notes, identifying variances and resolving discrepancies promptly.
3.2 Payment Administration
- Prepare supplier payment runs in line with scheduled payment cycles.
- Ensure that payments are processed within contractual terms to maintain positive vendor relationships and avoid penalties.
- Assist with verifying supplier banking details in compliance with company fraud prevention procedures.
3.3 Reconciliation and Query Resolution
- Reconcile supplier statements to internal Accounts Payable ledgers and resolve outstanding reconciling items.
- Follow structured processes to identify, investigate and resolve invoice and payment queries.
- Communicate professionally with vendors and internal stakeholders (Procurement, Operations, Stores, etc.) to clear open items.
3.4 Compliance and Controls
- Ensure invoices meet SARS VAT legislation requirements, including tax invoice specifications.
- Maintain compliance with POPIA, ensuring confidentiality and correct handling of financial and personal data.
- Ensure adherence to internal audit controls, financial policies, and workflow authorization levels.
3.5 Reporting and Performance
- Work to meet daily and monthly processing targets, KPIs and SLAs.
- Support month-end and year-end closing timelines through accurate cut-off management and document completion.
- Assist management with ad hoc administrative, reporting, or auditing tasks as required.
3.6 Health, Safety and Governance
- Adhere to the organisation’s health and safety standards.
- Participate in training and continuous improvement initiatives to enhance internal finance processes.
4. Minimum Requirements
4.1 Education
- Grade 12 / Matric (compulsory).
- A post-matric finance qualification (e.g., Bookkeeping Certificate, Financial Management, Accounting) is required.
4.2 Experience
- Minimum of 1 year experience working in an Accounts Payable or Financial Administration environment.
- Experience with invoice processing systems or ERP financial software will be advantageous.
5. Knowledge, Skills and Competencies
5.1 Knowledge
- Strong understanding of accounts payable processes and invoice matching.
- Knowledge of SARS VAT requirements for tax invoices.
- Understanding of financial internal controls and audit processes.
- Familiarity with confidentiality and POPIA requirements concerning financial data.
5.2 Skills
- Excellent attention to detail and numerical accuracy.
- Effective verbal and written communication skills.
- Strong time management with ability to prioritise workload and meet deadlines.
- Ability to work under pressure while maintaining accuracy.
- Good interpersonal skills with ability to communicate with both suppliers and internal stakeholders.
5.3 Competencies
- Delivering results and meeting expectations.
- Following instructions, policies and procedures.
- Managing pressures and setbacks in a composed and professional manner.
- Maintaining high work quality and personal accountability.
- Customer service orientation with the ability to maintain positive supplier relationships.
6. Personal Attributes
- Professional, ethical, and committed to confidentiality.
- Structured and organised with a logical approach to workflow.
- Proactive and solutions-driven.
- Reliable team player with willingness to support colleagues as needed.
7. Additional Information
The organisation reserves the right not to make an appointment to this position. Only candidates who meet the minimum eligibility criteria will be considered. Successful appointment may be subject to reference checks, verification of qualifications, and onboarding assessments as required.
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