Manager Debtors & Claims Job Job Details | O&L

Purpose of the Position:

Manage overall accounts receivables and cash customer book of Namibia Dairies, ensuring timely collection and billing. Address queries, assist with daily cash flow, and improve processes in the Claims Department. Ensure timely passing of credit notes, manage cash risk, and perform account receivables and claims reporting. Maintain credit control and bad debt management processes, provide training, conduct internal audits, and offer accounting support across divisions.

Qualifications & Experiences:

• B. Comm qualification in accounting or administration with 5-8 years relevant experience in debtors management.

Preferred Advantages:

• Post Graduate Degree with 8-10 years experience.
• Experience in a FMCG environment.

Key Accountabilities:

Debtors And Claims Management

• Review outstanding debtors at the depots with Depot Managers and key account managers & customers.
• Take corrective action to ensure outstanding debtors are within approved limits.
• Overall management of queries within the debtors department.
• Review credits processed for debtors on a regular basis and action accordingly.
• Ensure inter-company debtor balances are confirmed.
• Constantly seek ways to improve the status of the debtors book.
• Reconciliation of General Ledger by reconciling debtors to the GL and ensuring that debtors balance back to the ageing.
• Manage rebate accounts on own products as well as re-sale products.
• Manage debtor controls and ensure that they are complied with. at depots by reviewing outstanding POD (Proof of Delivery) lists of the depots.
• Visit all depots and key account managers & customers on a regular basis to ensure debtor controls are adhered to.
• Review outstanding crates at the depots of various customers by reconciling the crates to the GL.
• Clients visit as courtesy calls to check and validate queries, resolve outstanding claims and improve business/payment relations.
• Implement and administer the Namibia Dairies specific Bad Debt process.
• Implement strategy directives to drive cost reduction by means of periodical process reviews and re-engineering of claims processing procedures.
• Review reconciled returns received versus returns processed.
• Continuously investigate opportunities for process improvements and the implementation thereof.
• Monitor performance with regards to POD tracking and retrieval thereof via DocIT.
• Review monthly claims processed report, compile an assessment and discuss with all stakeholders to implementing claims curbing strategies.

Zero Cash Management

• Ensure prompt payments are done as per the payment terms.
• Check that bank accounts are cleared by 3pm daily.
• Manage and ensure that zero cash accounts are blocked when required.
• Assisting depot administrators on cash collection on outstanding balances.
• Maintain total outstanding cash balance by enforcing prompt processing of credits, follow up on claims and quick responses on delayed payment.

Internal Audits

• Check petty cash and cash floats.
• Verify debtor balances with Depot Manager.
• Verify relevant credit notes processing.
• Customer master data verification and updating
• Verify register for daily crates recon.
• Verify register for daily trip sheets.

• Review SAP POD tool with PODs received and processed.

Management Of Debtors and Claims Department

• Identifying priority action areas from the ND strategic and business plans and develops an annual strategic plan for the Debtors & Claims cost centre with clear objectives, ensuring key focus areas are executed and implemented.
• Prepare annual operating & CAPEX budget for the Debtors and Claims cost centre.
• Setting Debtors & Claims cost centre, personal and subordinate KPIs and objectives and manage performance as per the O&L Performance Management Policy, Procedure & System.
• Measure business performance against it monthly.
• Delegate authority and assign responsibility in the Debtors & Claims cost centre.
• Build effective inter- and intra-departmental relationships.
• Identify, assign and manage individual and team roles and responsibilities.
• Create an environment which encourages individual & team motivation, effectiveness and performance through counselling and guiding reporting staff.
• Enforce discipline and compliance to policies and procedures.
• Facilitate and ensure personal and subordinate training and development.
• Provide and enable resources to ensure deliverance of effective & efficient accounting processes.
• Ensure effective communication in the Debtors & Claims cost centre by facilitating regular individual and team communication sessions.

Reporting

• Validate export turnover by ensuring prompt debts collection.
• Compile and submit the trade debtors report for Management Accounts and Banks.
• Compile and submit the claims processed report for Management accounts.
• Present monthly divisions results to management.
• Ensure proper alignment, validate and reconcile rebates to GL accounts.
• Ensure accuracy of cost centre profitability analysis maintained and reviewed monthly.

Plan and Process Interim and Annual Budgets

• Management of the annual budgeting processes for Divisions (Debtors and Claims).
• Support the business line managers with SAP loading of budgets and zero-based budgeting methodology.

People Management

• Implement, manage and improve all processes and procedures for the debtors and claims department.
• Manage departmental performance and development through probation, performance management system of ND.
• Assist to communicate effectively through forums like INVOCOMS.
• Coach and mentor, all direct and indirect reporting staff.
• Train and develop staff.
• Approve and control leave applications of reporting staff.
• Involved in the recruitment of team members.
• Training of new employees including APS staff.
• Responsible for succession planning by training and managing all critical positions in operations that they have a successor in place. (i.e. SAP, Microsoft Excel etc.)

Closing date: 20 August 2024

O&L - a Great Place to Work.

Applicants meeting our requirements are invited to apply. O&L Group of Companies is an Equal Opportunity Employer.

"This position is subject to a pre-employment screening and vetting process, and by applying for this position, applicants acknowledge that they are aware that the Company reserves the right to carry out screening and pre-employment vetting for all shortlisted applicants. Certificate of Conduct issued by the Namibian Police (not older than 6 months) may be required from all shortlisted applicants."

Requisition ID: 4138