CREDITORS CLERK

Rallim Modern Learning Environment, an exciting private school situated on Berkshire Boulevard, Sunningdale, in the Western Cape, is seeking to employ a Creditors Clerk to join a talented and creative community in May 2025. First preference will be given to candidates based in Cape Town.

Job Purpose

The Creditors Clerk plays a pivotal role within the Finance Department, responsible for managing the school’s full accounts payable function in a timeous, compliant, and professional manner. This includes accurate processing of payments, maintaining relationships with vendors and service providers, ensuring compliance with regulatory and internal procurement policies, and supporting financial operations through detailed reconciliations and reporting.

The successful candidate will also be actively involved in the compliance and on-boarding process for new vendors, monitoring the delivery of goods and services, updating and maintaining the vendor database, and supporting internal and external audits. The Creditors Clerk must demonstrate integrity, precision, sound judgement, and a proactive attitude, contributing meaningfully to the school’s operational excellence and financial accountability.

Key Responsibilities

Daily Responsibilities

• Capture and allocate supplier invoices accurately, ensuring correct VAT treatment and GL coding.
• Match invoices with supporting documentation (purchase orders and delivery notes), promptly resolving discrepancies.
• Confirm invoice approvals are aligned with the school’s delegated authority matrix and procurement policy.
• Maintain the accounts payable ledger, ensuring all entries are up to date and reconciled.
• Communicate professionally with vendors regarding queries, statements, and remittances.
• Track deliveries and verify that goods or services received match invoiced items.
• Review and file vendor compliance documents during on-boarding (e.g. CIPC registration, VAT certificate, tax clearance, BBBEE affidavit, banking confirmation).

Weekly Responsibilities

• Compile and submit payment proposals based on due dates and cash flow forecasts.
• Reconcile vendor statements with internal records and address any outstanding items.
• Engage with suppliers to resolve long-outstanding or disputed invoices.
• Maintain an up-to-date and compliant vendor master file, including change management processes for banking or contact details.
• Support monitoring of vendor performance and maintain relevant records or reports.

Monthly Responsibilities

• Prepare scheduled payment batches, ensuring alignment with contract terms and payment cycles.
• Complete month-end supplier reconciliations and submit for review.
• Generate and circulate monthly accounts payable aging reports to management.
• Assist with accurate accrual of liabilities for month-end and year-end closing.
• Provide supporting documentation to finance management and auditors during audits (internal and external).

Additional Responsibilities

• Oversee the end-to-end vendor on-boarding process, ensuring that all required compliance documentation is submitted, verified, and filed.
• Monitor and evaluate the efficiency and reliability of key vendors, flagging underperformance or potential risk.
• Assist in the continuous improvement of accounts payable processes, identifying areas for automation or risk mitigation.
• Collaborate with internal departments (e.g., procurement, campus operations, and academic departments) to streamline document flow between ordering, delivery, and payment.
• Support the Finance Manager with data for forecasting, budgeting, and variance analysis related to accounts payable.
• Ensure adherence to relevant legislation and internal controls relating to procurement and financial transactions.

Key Competencies and Skills

• Thorough understanding of the full creditors/accounts payable cycle.
• Excellent analytical and reconciliation skills, with high attention to detail.
• Strong understanding of vendor compliance and risk mitigation practices.
• Proficient in accounting systems (e.g., Sage, Xero, or similar) and Microsoft Excel.
• Effective written and verbal communication skills with a professional, diplomatic approach.
• Ability to multitask, work independently, and meet tight deadlines.
• Commitment to confidentiality, accuracy, and ethical conduct in financial transactions.
• Proactive, solution-oriented mind set with the ability to problem-solve effectively.

Qualifications and Experience

• Finance Diploma or Bachelor’s Degree in Accounting, Finance, or Business Administration.
• Minimum of 3–5 years’ experience in a full-function creditors/accounts payable role.
• Prior experience in an educational institution, NPO, or professional services environment is an advantage.
• Familiarity with compliance documentation and procurement legislation is essential.
• Experience with financial audits (internal or external) and working in a control-conscious environment is advantageous.

Behavioural Attributes

• Professional and respectful demeanour.
• High sense of responsibility and accountability.
• Reliable, dependable, and punctual.
• Ability to work well both independently and as part of a team.
• Adaptable to changing priorities and operational demands.
• Demonstrates initiative, honesty, and integrity at all times.

Working Conditions

• This is a full-time, on-site position based in the school’s finance department.
• Standard working hours are Monday to Friday, 07h00 TO 16h00, with flexibility required during peak financial periods (month-end, audits, budget season).
• Regular interaction with internal departments, external vendors, and auditors.
• Must maintain strict confidentiality regarding all financial, vendor, and school-related information.

Reporting Structure:

• Reports to: Finance Manager/ Chief Operating Officer

Documents required to apply for this vacancy:

The following documents are mandatory and must be attached with your application. Failure to do so will result in your application not being considered.

• Police clearance record, sexual offenders’ register clearance, and a child protection register clearance (<6 Months old) from the Republic of South Africa.
• Certified copy of ID or passport.
• Certified copies of your qualifications and SAQA evaluation report for international qualifications.

If you would like to be a part of this exciting modern learning environment and have the requisite skills, qualifications and experience, kindly submit your CV and letter of application to HR at careers@rallim.org.za by no later than 17 April 2025. For more information on our approach to learning, please visit our website on http://www.rallim.org.za.

No appointment will be considered or finalised until the above-mentioned requirements have been met by the prospective employee. Failure to meet the minimum requirements of the advertised post will result in applicants automatically disqualifying themselves from consideration. Only short-listed applicants will be contacted. We reserve the right to withdraw this appointment at any time.

At Rallim, we are committed to proactive safeguarding and promoting the welfare of all our students. All staff and volunteers who have access to children will be vetted in accordance with the Rallim safeguarding policy. This policy stipulates that staff and volunteers are required to undergo all the necessary background checks in keeping with the requirements for safeguarding and child protection in South Africa.

*Disclaimer: Rallim, in line with POPIA (Protection of Personal Information Act), is committed to ensuring the confidentiality of personal information with all reasonable measures being taken to protect the personal information of applicants. Your information will be used for the sole purpose of recruitment for the listed post only, as well as for the required statutory reporting. By applying to this position and submitting your personal details and curriculum vitae to Rallim Modern Learning Environment, you acknowledge acceptance of this.

Closing Date

17/04/2025

Sunningdale, Cape Town, Western Cape, South Africa