TECHNICAL KEY PERFORMANCE AREAS:

Accounts Payable Management:

• Process and manage all creditor invoices, ensuring accuracy and proper authorization.
• Review purchase orders, goods receipts, and vendor statements to ensure correct payments are made.
• Prepare and reconcile payment runs, ensuring timely payments to creditors while adhering to payment terms.
• Capturing of non-stock orders – allocate to correct nominal ledger account and applicable cost centre
• Capturing of fixed asset additions to correct ledger account
• Download and follow up on outstanding GRN report to clear all outstanding GRN’s in required timeframe
• Inter-company creditor reconciliations

Vendor Relationship Management:

• Communicate effectively with vendors to resolve invoice discrepancies, answer queries, and maintain strong working relationships.
• Ensure all vendor account details are correctly updated and maintained in the accounting system.
• Send account remittances to suppliers for payments

Reconciliation:

• Perform regular reconciliations of creditor accounts and statements, identifying discrepancies, and resolving issues promptly.
• Assist in month-end and year-end closing procedures related to accounts payable.

Compliance and Reporting:

• Ensure adherence to company policies, accounting standards, and local regulations.
• Assist in the preparation of financial reports as required, including creditor aging reports, payment forecasts, and accruals.
• Support audits by providing relevant documentation and resolving audit queries.
• Download and assist with month end accrual list where non-stock expenses expected for period and not yet received/captured
• Assist with collection of documentation as required by internal/external auditors in accurate and timely manner

Process Improvement:

• Contribute to process improvement initiatives in accounts payable, recommending efficiencies and automation opportunities.
• Assist with the development and implementation of internal controls to improve the accuracy and reliability of financial processes.

General Administrative Support:

• Perform general administrative duties, including filing, organizing, and maintaining creditor-related documentation.
• Assist with ad hoc finance tasks as needed.

TECHNICAL KEY PERFORMANCE AREAS: 

Behavioural and interpersonal

• Strong attention to detail and high level of accuracy in data entry and financial transactions.
• Excellent communication and interpersonal skills (verbal & written), with the ability to manage customer relationships effectively.
• Strong organizational skills and the ability to manage multiple tasks and meet deadlines.
• Ability to work independently and as part of a team in a fast-paced environment.
• Integrity and discretion in handling confidential information.
• Trustworthy and honest.
• Self-starter and diligent.
• Relationship Building.
• Calm & focused

Cognition

• Resolves difficult or complicated challenges, with a proactive problem-solving attitude.
• Identifies cause and effect relationships and comes up with appropriate solutions.
• Strong analytical and numerical abilities.
• Understanding of business, technology and external environment.

Self- management

• Maintains composure in highly stressful or adverse situations.
• Displays emotional resilience and the ability to withstand pressure on an on-going basis.
• Adapts to changing business needs, conditions, and work responsibilities.
• Able to effectively deal with change and diverse people.
• Diplomatically handles challenging or tense interpersonal situations.

TECHNICAL KEY PERFORMANCE AREAS:

• Administrative Support

  • Document management and control (manage and organize paperwork, documents and files efficiently).
  • Review and attend to timesheets.
  • Attend to staff administrative matters.
  • Handling of incoming and outgoing correspondence, including emails and phone calls.
  • Schedule appointments, meetings and conferences as required.
  • Assist in maintaining office supplies, inventory and reordering of supplies when necessary.
  • Administer warehousing and stock control.
  • Measure process efficiencies.

  Data entry and record keeping

  • Accurately enter data into electronic databases and spreadsheets.
  • Maintain and update records pertaining to personnel, equipment and inventory.
  • Ensure data integrity and confidentiality at all times.

  Financial duties

  • Assist in basic financial tasks such as invoice processing, expense tracking and billing.
  • Prepare financial documents such as purchase orders, invoices and receipts.
  • Support budgeting and forecasting activities under the guidance of your direct Line Manager.
  • Prepare petty cash and credit card expense reconciliations.
  • Procurement administration.
  • Raw material receipt and transporter reconciliations.
  • Assist with product costing and budget compilations.
  • Back up to sales and debtor’s function

  Document preparation and reporting

  • Draft and format documents, reports (monthly sales report and monthly raw materials report) and presentations as required.
  • Compile data and prepare regular reports for Management review.

Communication and Coordination

• Liaise with internal departments and external stakeholders as needed.
• Communicate effectively with vendors, suppliers and service providers.
• Coordinate logistics for meetings, events and travel arrangements.
• Ensure customer service management.

Compliance and documentation

• Ensure compliance with Company policies, procedures and industry regulations.
• Maintain accurate records and documentation in accordance with legal requirements.
• Assist in audits and inspections by providing the necessary documentation and information.

General Support

• Team Support: Provide general administrative support to teams, including document preparation, meeting coordination, and project management as needed.
• Confidentiality: Handle sensitive company information with discretion and in accordance with company policies and procedures.
• Compliance and Best Practices: Ensure office and financial procedures are in compliance with company guidelines and industry standards.

BEHAVIOURAL KEY PERFORMANCE AREAS

TECHNICAL KEY PERFORMANCE AREAS:

• Setting up and aligning equipment such as crushers, conveyors and grinding mills.
• Performing routine maintenance and emergency repairs on machinery to ensure optimal performance and reduce downtime.
• Conducting regular inspections to identify potential issues and address them before they lead to equipment failure.
• Diagnosing mechanical issues and implementing effective solutions.
• Adhering to safety protocols and procedures to ensure a safe working environment.
• Keeping detailed records of maintenance activities, repairs and parts used.
• Coaching and mentoring of technical operators and apprentices.
• Carry out the planned maintenance required on plant.
• Attend to electrical and mechanical faults/breakdowns within the factory.
• Basic troubleshooting on PLC’s and SCADA systems.
• Programming and fault finding on VSD’s and soft starters.
• Programming and fault finding on defined instrumentation and calibration.

BEHAVIOURAL KEY PERFORMANCE AREAS

TECHNICAL KEY PERFORMANCE AREAS:

Operational Efficiency

• Monitor and optimize key performance indicators (KPIs) such as production rates, downtime, and throughput.
• Implement best practices and process improvements to enhance plant efficiency and reduce waste.
• Ensure optimal use of machinery and equipment, minimizing idle time and maximizing productivity.

Maintenance Management

• Develop and oversee preventive maintenance schedules to ensure equipment reliability and longevity.
• Respond to and resolve equipment breakdowns and operational issues promptly.
• Use maintenance management systems to track and analyse equipment performance and maintenance history.

Safety and Compliance

• Ensure all plant operations comply with safety and environmental regulations.
• Develop and enforce safety protocols and procedures to minimize risks and accidents.
• Investigate and manage safety incidents, implementing corrective actions and preventive measures.

Quality Control

• Ensure that production processes meet quality standards and specifications.
• Implement and oversee quality control systems to monitor and maintain product quality.
• Identify quality issues and drive initiatives to improve product consistency and performance.

Technology and Innovation

• Implement and leverage advanced technologies and automation to enhance plant operations.
• Evaluate and integrate new technologies and methods to improve operational efficiency and competitiveness.

Resource Management

• Manage inventory levels of raw materials, spare parts, and consumables to ensure uninterrupted operations.
• Ensure effective allocation and utilization of resources, including manpower and equipment.

Data Analysis and Reporting

• Analyse operational data to identify trends, anomalies, and areas for improvement.
• Prepare and present detailed reports on plant performance, maintenance activities, and project progress to senior management.
• Use data-driven insights to support decision-making and strategic planning.

Environmental Management

• Implement waste management practices to minimize environmental impact and ensure regulatory compliance.
• Monitor and control emissions and other environmental impacts associated with plant operations.

BEHAVIOURAL KEY PERFORMANCE AREAS