Job purpose and key deliverables
The holder of this position is responsible for Credit card and Expense Claims administration, Amex float i.e. per diem management, Travel abroad Omnibus and T&E reporting for Tax purposes).
1. Amex Float
• Regularly monitors the Amex SAP Balance and maintain the float at a pre-defined acceptable level Top up float when pre-defined safety level is breached.
• Compare and reconcile the Amex statement to the Amex SAP balance.
• Finance Analyst to follow up on Reconciliation items with forex supplier.
2. Travel Abroad Omnibus
• Update the omnibus spreadsheet from the Approved Travel Arrangement Forms.
• Analyst to submit Travel Abroad Omnibus report as requested.
3. Destruction / Cancellation of Credit Card
• Upon receipt of proof of destroyed Credit Card instruct bank to close the account and confirm closure with Card Holder’s line manager.
• File bank correspondence and proof of destroyed card.
• Compare End Market HR Joiners and Leavers list to scanned copy of destroyed Credit Card.
• Follow pre-defined escalation process where proof of destruction is not received for all Leavers.
4. Credit card Transactional Problems
• Contact the bank to determine the cause of transactional failure.
• Provide continuous feedback to Credit Card Holder and ensure timeous resolution of all queries.
5. Credit Card Administration Limit Increases / Decreases
• Forwards approved credit card limit / time extension to bank corporate card help desk.
• Inform credit card holder that the adjustment has been made.
6. Credit Card Applications
• Verify and ensure appropriate authorisation before submission to the Bank consultant.
• Receive card via courier and arrange for collection of the new card with the relevant PA.
7. Processing of Travel Supplier invoices (Flights, Car Rental, Accommodation, Visa, Parking, Service Fee, Insurance, After houers, Emergency requests)
• Print invoices received from suppliers.
• Agree invoices to Travel Arrangement forms and monthly supplier statements. Follow up on all discrepancies.
• Complete and submit journal for processing of statement and payment of supplier.
8. Expense claim
• Weekly compare the hardcopy Expense claims with the SAP report detailing all processed expense claims and enter the SAP document number on the hardcopy expense claim.
• File the expense claims in document number range
• Follow up with Administrator/Traveller on all outstanding hardcopies and follow pre-defined escalation process.
9. Ensure proper document retention for all above processes.
Essential requirements
SAP or other relevant accounting e-platform user skills.
Experience
1. 1 – 3 Years relevant Travel and Expense experience.
2. Relevant experience in the following areas:
• Amex Float.
• Travel Abroad Omnibus
• Destruction / Cancellation of Credit Card
• Credit card Transactional Problems
• Credit Card Administration Limit Increases / Decreases
• Credit Card Applications
• Receipt of invoices from Travel Supplier (Flights, Avis, Accommodation, Visa and Parking)
• Processing of Service Fee, Insurance, After Hours, Emergency request invoices
3. Must be comfortable with MS Office.
4. Must have intermediate excel skills.
5. SAP experience with be an advantage.
Preference will be given to candidates in possession of a 3 year Accounting or relevant qualification.
Desirable requirements
Working at BAT
British American Tobacco (www.bat.com) is a market leading, global organisation with a long, established history and a bright and dynamic future. Thanks to our people we have continued to deliver growth and exceed expectations in an increasingly complex and challenging marketplace.
Our aim is to become the leading tobacco company in each of our markets by providing excellent products with confidence and responsibility expected of global consumer brands.
If you have the talent and motivation to help us succeed you’ll find we are equally committed to helping you reach your full potential too.
Employing company British American Tobacco South Africa
Deadline Date 07-Mar-2016
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