Procure to Pay Assistant Manager

The Aurum Institute

Gauteng, South Africa


Jul 15

The Aurum Institute is offering a great opportunity to suitably qualified and experienced staff to contribute towards our mission to improve the health of people and communities through innovation in Health Research and Systems. We are focused on research, support and implementing integrated approaches to managing TB and HIV. The following positions have become available as part of the various projects currently being run by us and you are welcome to apply should you meet the requirements of the position. Procure to Pay Assistant ManagerThe Procure to Pay (P2P) Assistant Manager is responsible for providing assistance to the P2P Manager who is the primary owner of the end-to-end Procure to pay process with the overall goal of delivering procure to pay services while ensuring quality and cost effectiveness. The P2P Assistant will be the 2IC(2nd in Charge) to the Manager to aid the Manager to deliver on all outputs for the department.Technical Work ResponsibilitiesEnsure all payments are integrated into Accounts Payable and processed through the system having adhered to the Procure to Pay process Closely work with sourcing team and effectively manage the Requisition & PO compliance process Ensuring payments to suppliers are made on time and according to payment policy Ensuring root cause analysis (RCAs) of errors and non-compliant invoices (NCIs) have been performed and corrective actions have been implemented. Responsible for informing the managers on overall performance of the team, monitoring their performance, providing timely feedback & assisting them to improve on their identified training needs. Reviewing and analysing current procedures in order to recommend and implement changes to standardize activities and integrate into shared services Providing input on objectives for the team, providing coaching, career development and feedback to team members, providing performance evaluation Participate and lead in cross functional process and system improvement initiatives Participate and lead the maintenance of a strong Controls environment Providing efficient audit support and processes within timeframe Preparation and review of vendor and related recons monthly Ensuring accuracy and timeliness of invoices processed by procure to pay team, ensuring verification of data-entry accuracy, proper general ledger coding, proper approvals, and documentation for compliance with internal and key controls Reviewing of vendor reconciliations & signing off & following up on outstanding payments as well as queries Suggesting and implementing (once approved) new and innovative procedures to improve workflow and ensure compliance with company policies, procedures, and maintenance of proper internal controls within shared services team Ensuring creditor payments are in line with the agreed policies & strategic targets Maintain clear contact the Treasury, Purchasing and Finance DepartmentAssisting in developing reporting to ensure accruals are accurate, productivity is on target, and vendors are within contract specifications Assisting in developing and publish weekly / monthly / quarterly key performance Indicators (KPIs) to stakeholders and executive management Responsible for assisting the entire P2P process and departmental functions such as Vendor master maintenance, PR / PO transaction processing, Invoice Processing , Payment processing , loans and study assistance payment, handling vendor and staff queries, AP related management reporting, corresponding internal controls and smooth sub ledger close Ensuring suppliers comply with VAT requirements and regulations to prevent potential liability against company from third parties i.e. SARS Ensuring that contracts are in place and still valid, and complied accordingly Year-end audit preparation & assisting in leading the team during internal & external audits and clearing of audit queries. Ensuring the adherence of departmental policies, maximizing of payment terms, increasing of settlement discounts, coordinating offsets, and optimising working capital Assisting in ensuring that formal and on-the-job training is effectively planned and conducted to ensure that sufficient expertise is available to deal with the work Assisting in ensuring that personnel are judiciously applied and that the workload is balanced and errors are minimalDutiesDrive to meet SLA level in quality and speedInterpret financial information for othersContinuous Process and system improvement initiatives.Prepare financial documents, reports, or budgetsMotivate the team to continuously improve and as act as a single team striving towards process goals and objectives.

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