NYDA JOB DESCRIPTION Job Description: Senior Accountant: Accounts Payables Section A: JOB INFORMATION SUMMARY Job Title: Senior Accountant: Accounts Job Payables Grade: Salary: Job Holder Name: Level: Specialist Date: Location Head Office Woodmead Division or Cluster: Financial Services Seconded to: Reports to: Name Manager: Financial Operations Location: Head Office – Woodmead No. of positions 1 in the Division or Cluster: Type of contract: Full Time – Permanent√ Fixed Term Contract Temporary Contract period: Key Job Purpose: To perform accounting and clerical tasks related to the efficient maintenance and processing of accounts payable transactions, including the processing of invoices and the issuing of payments. Key Outcomes: ( what deliverables are required to achieve job purpose) ▪ Effective and accurate invoicing ▪ Timeous reports generated ▪ General Accounting duties performed ▪ General Accounting duties performed ▪ Processing payments on time ▪ Maintenance and creation of a Supplier database Key Roles: (what role does one have to play to deliver the outcomes). ▪ Administrator ▪ Accountant Organogram: Direct Reports: None Indirect Reports: None Financial Responsibility: R200 Million Section B: DETAILED OUTLINE Outcomes Key Activities (what activities are relevant to deliver the outcomes) KPA 1: Effective and ▪ Ensuring all invoices are appropriately authorized before accurate payables uploading into the centralized accounts payable system management ▪ Ensure all items which are more than 30 days over invoice date, are cleared by the following month ▪ Ensure all scanned invoices are approved ▪ Preparation of Monthly Accrual Reconciliation ▪ Assist in developing appropriate policies and controls for entire payable process ▪ Monitor accounts payables to ensure payments are up to date ▪ Maintain Accurate AP records and files to ensure compliance with NYDA standards and Audits General ▪ Monitor and reconcile AP Aging (All items with queries must be cleared timeously) ▪ Assist with yearly Audit ▪ Provide Management with a report of late invoice submissions on monthly basis ▪ Manage compliance to minimize Audit findings ▪ Monitor all suppliers that are paid through debit orders, follow up on contract expiry dates and inform Procurement accordingly ▪ Provide necessary monthly reports for review ▪ Review invoices received from all divisions for accuracy, appropriate level of approval and adherence to established guidelines ▪ Ensure timely and accurate G/L Coding of invoices and expenses for multi Divisions & Branches ▪ Accurately process vendor invoices into the Great Plains Accounting system ▪ Resolve and respond to internal and external enquiries in a timely manner ▪ Respond to enquiries from internal and external auditors Section B: DETAILED OUTLINE Outcomes Key Activities ( what activities are relevant to deliver the outcomes) KPA 2: Payments ▪ Analysis of NYDA accounts ▪ Post transactions to journals, ledgers and other records ▪ Verifying the Reconciliation accounts payable transactions ▪ Verifying the preparation and processing of electronic transfers ▪ Verifying of Service Providers banking details ▪ Verify that payments are according to policies and procedures ▪ Ensure that all payments made are stamped paid and marked ▪ Verify amounts and payment method on financial system KPA 3: Supplier ▪ Responsible for supplier creation and management database ▪ Maintain vendor files management and ▪ Correspond with vendors and respond to inquiries engagement ▪ Liaising with supplier in relation to an accounts payable enquiries ▪ Ensure that Accounts payable team is resolving all queries in a timely manner and all queries with correctly and efficiently KPA 4: Financial ▪ Compile monthly, quarterly and annual reports on Reporting accounts payable ▪ Track expenses and process expenses report ▪ Assist with month end closing ▪ Provide supporting documents for audits ▪ Month end and year end closing processes ▪ Review and approve accounts payables ▪ Checks and monitor expense analysis trends KPA 5: People Management ▪ Implement people management practices for direct reports ▪ Assign accountabilities to direct reports ▪ Manage the performance of direct reports ▪ Maintain an environment that enables teamwork and capacity building ▪ Cultivate positive staff morale ▪ Achieve personal development goals ▪ Communicate job expectations Section C: SERVICE DELIVERY AND PERFORMANCE STANDARDS (KPIs) Outcomes Key Performance Indicators (KPI’s) (What will tell that one is achieving the outcome) KPI 1: Effective and ▪ Complete and accurate payment packs accurate payables ▪ Minimized audit findings management ▪ Monthly ageing recons ▪ Monthly accounts payable report ▪ Debit balances cleared timeously ▪ Internal and external queries resolved on time ▪ Internal and external Auditor queries resolved timeously KPI 2: Payments ▪ Payments effected with policy regulations ▪ Timeous month-end report ▪ All payments are stamped & marked paid KPI 3: Supplier ▪ Supplier feedback database ▪ Supplier enquiries attended to management and ▪ Accurate and complete supplier linking engagement KPI 4: Financial ▪ Monthly, quarterly and annual financial reports Reporting ▪ Monthly financial reconciliation ▪ Balances aging to reports KPI 5: People ▪ Performance appraisals Management ▪ High staff morale ▪ Improved productivity Section D: INHERENT JOB REQUIREMENTS Competencies: Level of Proficiency: 1 - Can acquire on the job; 2 - Some proficiency; 3 - Moderate proficiency; 4 - Strong proficiency; 5 - Expert proficiency D1. Managerial Competencies D2. Generic Competencies Competency Level of Competency Level of Proficien Proficiency (1-5) cy (1-5) ▪ Leadership 3 ▪ Communication skills 4 ▪ Project 3 ▪ Stakeholder relations 3 management 4 ▪ Goal oriented 3 ▪ Strategic thinking 4 ▪ Problem solving 4 ▪ Monitoring and 3 ▪ Effectiveness 4 evaluation 3 ▪ Efficiency 4 ▪ Decision making ▪ Detail orientated 4 ▪ Accountability 3 ▪ Punctuality and timeliness 3 ▪ Ethics, integrity & 4 professionalism ▪ Self-motivation 4 ▪ Willingness to learn 3 ▪ Adaptability 3 D3. Technical skills and knowledge Knowledge Skills D4. Attributes Competency Level Competency Level of of Proficie Profici ncy (1- ency 5) (1-5) ▪ Knowledge of basic 4 ▪ Business knowledge 4 ▪ Analytical and Accounting ▪ Market awareness 4 logical standards and ▪ Fund management 4 ▪ Detail principles (IFRS) 4 ▪ Compliant to policies 4 orientated/ ▪ Knowledge of and legislations 4 meticulous relevant public ▪ Understand ▪ Ability to work sector Accounting 4 operations, roles and 3 under pressure and Finance 4 responsibilities ▪ Organised legislation and ▪ Risk identification and 4 ▪ Driven regulatory 4 management 4 ▪ Hard-working requirements ▪ Administration 4 ▪ Ability to work ▪ Sound financial ▪ Analytical abilities 4 long hours acumen ▪ Information 4 periodically ▪ Knowledge of management ▪ Ethical financial systems ▪ Computer literacy ▪ Confidentiality used by NYDA ▪ Information ▪ People-person ▪ Knowledge of technology abilities applicable ▪ Investment legislative and management/business regulatory development frameworks ▪ Asset management ▪ Financial ▪ Understanding of management business imperatives ▪ Contract around financial Management management ▪ Administration D5. Qualification and Experience: Minimum Qualification: • NQF level 6 with a major in Accounting; Finance or Business Administration Preferred qualification: • NQF level 6 with a major in Accounting; Finance or Business Administration Relevant experience: • At least 2-3 years of experience within an accounts payable role Section E: KEY RELATIONSHIP INTERFACES Internal Relationships - other than External Relationships (With Local/Provincial reporting lines (manager and structures and other key parties, specify) subordinates). • NYDA staff • National Treasury • CFO • External Auditors • Staff in the Finance Division • Service Providers *These are relationships where the incumbent will be working closely to influence or determine the results of this job. These are make or break relationships who may best complete a 360 degree performance assessment. Signed by: (Line Manager) Authorised by: Executive Director Date: Date: Signed by: Authorised by: (Job holder) Date: Date: .