Procurement & Accounts Payable Specialist ? Aftersales Parts (work in factory)

Purpose :

The candidate will be responsible forManage the end-to-end procurement process for aftersales parts, including sourcing, purchase requisitions, purchase order creation, supplier follow-up, and delivery coordination to ensure uninterrupted production and customer support.

Key responsibilities:

1. Invoice Verification

• Receive, review and verify supplier invoices for aftersales parts purchases to ensure they are consistent with Purchase Orders (POs), Goods Receipt Notes (GRNs) and contractual terms.
• Verify Tax Invoices to ensure compliance with South African VAT regulations and statutory requirements.
• Check quantities, unit prices, invoice amounts, VAT, currencies and payment terms against approved Purchase Orders.
• Investigate and resolve any discrepancies relating to pricing, quantities, freight charges or other invoice variances by coordinating with Procurement, Warehouse and suppliers.
• Ensure all supplier invoices are successfully completed through the three-way matching process (PO, GRN and Invoice) in SAP.

2. SAP Processing

• Process and validate supplier invoices in SAP accurately and on time.
• Monitor the matching status of Purchase Orders, Goods Receipts and Invoices.
• Investigate and resolve blocked invoices and other SAP-related exceptions.
• Ensure procurement costs are correctly allocated to inventory or expense accounts.

3. Supplier Reconciliation

• Perform regular supplier statement reconciliations to ensure supplier balances agree with SAP records.
• Prepare supplier reconciliation statements and investigate any outstanding or unreconciled items.
• Follow up on Goods Received Not Invoiced (GRNI), advance payments and historical reconciling items.
• Liaise with suppliers to resolve account discrepancies in a timely manner.

4. Payment Processing

• Prepare supplier payment requests in accordance with agreed payment terms.
• Verify that payment amounts agree with SAP balances and approved invoices.
• Track payment status and respond to supplier payment enquiries.
• Support the month-end Accounts Payable closing process and AP ageing analysis.

5. Month-End Closing & Financial Support

• Assist Finance with month-end Accounts Payable closing activities.
• Prepare and analyse the GRNI report.
• Support Accounts Payable ageing analysis and reconciliation.
• Provide supporting documentation for internal and external audits.

6. Internal Coordination

• Work closely with Procurement, Warehouse, Logistics and Aftersales departments to ensure a smooth procure-to-pay process.
• Maintain effective communication with suppliers regarding invoices, reconciliations and payment matters.
• Prepare procurement and Accounts Payable reports as required by management and Head Office.

7. Other Responsibilities

• Perform any other procurement or finance-related duties assigned by management.
• Continuously identify opportunities to improve procurement, invoice verification and payment processes while strengthening internal controls.

Minimum requirements:

• Bachelor's degree in accounting, Finance, or a related field.
• Minimum 2 years' experience in Procurement, Accounts Payable or Supply Chain Finance.
• Experience within the automotive industry, OEM environment or aftersales parts procurement will be an advantage.

Technical Skills

• Good understanding of procurement and Accounts Payable processes.
• Experience in invoice verification and supplier reconciliations.
• SAP MM/FI experience is highly preferred.
• Knowledge of South African VAT regulations and Tax Invoice requirements is advantageous.
• Proficient in Microsoft Excel, including Pivot Tables, VLOOKUP/XLOOKUP and data analysis.

Competencies

• Strong attention to detail with a high level of accuracy.
• Excellent analytical and problem-solving skills.
• Good communication and interpersonal skills.
• Ability to work under pressure and meet month-end deadlines.
• Strong sense of responsibility, integrity and teamwork.

Key Performance Indicators (KPIs)

Invoice verification accuracy* 98%

• Three-way match (PO/GRN/Invoice) compliance: 100%
• Supplier reconciliation completion rate: 100%

Invoice discrepancy resolution within agreed turnaround time* 95%

• On-time month-end AP close: 100%
• Payment accuracy: 100%
• AP ageing maintained within company targets
• Zero significant audit findings related to procurement and Accounts Payable processes.