Job Description

To efficiently facilitate the payment process for all internal and external invoices, including payments to staff and DBSA suppliers, ensuring full compliance with DBSA policies and practices. Maintain high standards of accuracy, adherence to financial regulations, and delivering exceptional customer service to all stakeholders.
Key ResponsibilitiesInvoice Management

• Receive invoices accompanied by service/goods receipt notes.
• Verify goods and services against the invoice and the system records.
• Confirm customer banking details and address discrepancies by requesting updates.
• Capture invoices in the SAP system under the appropriate company code and check accuracy.
• Ensure the SAP General Ledger (GL) used corresponds with the goods or services specified in the invoice.

Tax Compliance

• Assess whether services have tax (VAT) implications and notify the tax (VAT) function if there are any discrepancies identified.
• Validate invoices for compliance with tax / VAT regulations.

Account Reconciliation

• Request and review vendor statements.
• Reconcile vendor accounts weekly and during month-end processes.
• Follow up on and resolve outstanding invoices to ensure that all valid and authorised invoices are paid within 30 days.
• Maintain and update reconciliation for submission purposes.

Account Payments Processing

• Prioritise and process payments for critical suppliers and all other outstanding suppliers.
• Distribute remittance advice to internal and external clients.
• Process accrual documents received from the business.
• Prepare workings for accrual postings and reversals at month-end.

General Payments Processing

• Manage study aid payment requests received from Human Capital.
• Verify submitted documents and address any clarifications with employees and educational institutions.
• Verify that employee claims are supported with valid proof of payment, receipts, or slips.
• Confirm employee banking details in the system correspond with payroll records.
• Monitor and reconcile the GRIR (Goods Received/Invoice Received) account to resolve discrepancies.

Travel advances and expense claims

• Ensure accurate and timely Payment of travel allowance advances to DBSA travellers in accordance with the Banks Travel and Subsistence allowance policy.
• Ensure timely and accurate processing of travel expense claims that are supported by the documents as per the DBSA policy.

Key measurements of outputs

• Accuracy, quality and timeliness of payments processing:

• Invoices accurately captured in the system
• Turnaround time for processing invoices
• Response time to internal and external client queries
• Accuracy in maintaining updated suppliers and vendor details in the system
• Ensuring all the above activities are processed in compliance with the DBSA policies.
• Accurate and timely reconciliations.
• Accurate and timely processing of all travel expense advances and expense claims and ensure adherence to the DBSA Travel and Subsistence policy.
• Clean Audit.

Expertise & Technical CompetenciesMinimum Requirements:

• A Bachelor in Accounting degree or B-Tech or 3-year National Diploma in Accounting.
• A minimum of 3 years experience in financial accounting and financial systems (preferably SAP).
• Excellent reconciliation, financial and analytical skills.
• Practical understanding of internal financial processes and controls.
• Proficient with Microsoft Office (MS Word, MS Excel, MS Outlook)

TECHNICAL COMPETENCIESComputer Literacy

• Consistently uses relevant office software products such as word-processing, spreadsheet, PowerPoint presentation, and email packages to an acceptable standard for the job.
• Has the ability to use standard and/or program-specific to the organisation databases, and merge / import data from one program to another.
• Adapts method of working to accommodate changes in technological developments.

Detail Orientation

• Identifies multiple sources/approaches of information to ensure that details are addressed.
• Reviews the work of others for accuracy and thoroughness.
• Follows up to ensure tasks are completed and commitments met by others.

Financial Analysis

• Basic general knowledge of applicable statutes, regulations, entity/company practices and concepts.
• Interprets and applies laws and regulations, analyses information and evaluates the impact of policies/procedures and practices.
• Accumulates data; summarises information into pertinent, understandable, and presentable form; discerning valid from invalid comparisons of data; and seeking explanation for variations in the data.
• Initiates and maintains working relationships with stakeholders.

Financial Acumen

• Possesses sufficient expertise to establish and manage income and expenditure monitoring systems for own area of the business.
• Understands cost/revenue drivers within own area and is able to take actions to control resources and

expenditure to meet financial targets. * Understands basic management accounting reports and the processes by which financial resources are identified, obtained, allocated, managed, and accounted for.Planning and Organising

• Is relied on to helps another plan and organise their workload.
• Uses effectively advance time management processes to deal with high workload and tight deadlines.
• Organises, prioritises and schedules tasks so they can be performed within budget and with the efficient use of time and resources.
• Achieves goals in a timely manner, despite obstacles encountered, by organising, reprioritising and replanning.

Reporting

• Designs / customizes reports to meet user needs.
• Prepares complex or tailored reports, gathers information from a variety of sources, analyses and includes in a report.
• Keeps standard reports under review and proposes improvements to meet user needs.

Policies and Procedures

• Consistently uses relevant office software products such as word-processing, spreadsheet, presentation, and email packages to an acceptable standard for the job.
• Has the ability to use standard and/or program-specific to the organisation databases, and merge / import data from one program to another.
• Adapts method of working to accommodate changes in the technological developments.

Solution Focused

• Identifies optimal solutions based on weighing the advantages and disadvantages of alternative approaches.
• After implementation, evaluates the effectiveness and efficiency of solutions.

Required Personal AttributesBEHAVIOURAL COMPETENCIESCustomer Service Orientation

• Tries to understand the underlying needs of customers and matches these needs to available or customised products and services.
• Adapts processes and procedures to meet on-going customer needs.
• Utilises the feedback received by customers to develop new and/or improve existing services/products that relate to their on-going needs.
• Thinks of new ways to align DBSAs offerings with future customer needs.

Self-awareness and Self Control

• Withholds effects of strong emotions in difficult situations.
• Keeps functioning or responds constructively despite stress.
• May apply special techniques or plan ahead of time to manage emotions or stress.

Driving Delivery of Results

• Sets challenging goals that will have a significant impact on the business or support the organisational strategy.
• Commits significant resources and/or time to ensure that challenging goals are achieved, while also taking action to mitigate risk.

Teamwork & Cooperation

• Acts to promote a friendly climate and good morale and resolves conflicts.
• Creates opportunities for cross-functional working.
• Encourages others to network outside of their own team/department and learn from their experience.

Achievement Orientation

• Delivers work on time and quality and follows through on agreed commitments.
• Views new work experiences as an opportunity for growth.
• Reacts immediately to overcome setbacks or/and obstacles in order to meet goals.
• Recognises and acts upon current opportunities.

Attention to Detail

• Double-checks the accuracy of information or work.
• Ensures that the work produced doesnt contain any errors.

Development Bank of Southern Africa