CAREER OPPORTUNITIES

Purpose:

The Accounts Payable Supervisor is responsible for overseeing the entire accounts payable function. This includes processing invoices and payment requests in line with established service level agreements and financial controls.

The role also involves supervising the accounts payable team, assigning and reviewing the work of creditor’s clerks, and enhancing key processes to ensure the integrity of invoice entry and balancing on the 3E system.

Experience and Qualifications:

• Higher Certificate/Diploma in Accounting and Financial Management essential
• 3–5 years in a similar role within professional services
• 2–3 years’ proven supervisory experience overseeing an Accounts Payable team

Key Accountabilities:

Creditor Payments (Local and foreign)

• Ensure creditor payments are processed in accordance with vendor statement terms and in compliance with company policies and procedures.
• Promptly attend to urgent invoices and payment requests.
• Review and vet supplier account details between supporting documentation and 3E to ensure accuracy before submitting to banking team for processing payments.

Creditors Reconciliations

• Review and approve reconciliations prepared by the creditors clerks, ensuring compliance with VAT and other regulatory requirements related to invoices.
• Follow up on and resolve any discrepancies.
• Contact relevant creditors to address and resolve any outstanding queries.
• Ensure the creditor team’s timely distribution of Proof of Payment (POP) after payment runs.

Capturing

• Monitor action lists to ensure timely and accurate processing of invoices by the creditors' clerks.
• Assist with any ad hoc capturing requests and queries.

Creditors Age Analysis

• Prepare and review the monthly creditor’s age analysis and reconciliation.
• Follow up with relevant team members (creditors' clerks) on long outstanding items to ensure resolution.

Month End

• Running of Month end HOD reports
• Investigating queries regarding allocations and implementing corrections
• Process journals where required

General Administration

• Provide requested monthly payment forecast reports.
• Ensure efficient recording of expenditures and payments for accurate management accounts.

Relationship Building

• Develop and maintain relationships with all individuals below management level as a trusted advisor.
• Maintain strong working relationships with and have open and transparent communication between all members of the team.
• Develop and maintain relationships with external vendors to ensure service delivery of a high quality.

Management and Leadership

• Supervises own teams performance to ensure daily and monthly accounts payable targets are achieved.
• Gives regular, comprehensive and constructive feedback to their team and provides input into their performance appraisals.
• Proactively seeks feedback from team members and deals constructively with any criticism.
• Adjusts management style to get the best from the individuals within the team.
• Delegates work to team members taking into account their capacity, level of skill and exposure to different types of work and complexity; provides clear instructions and direction, with reasonable deadlines.

Competencies

• Attention to Detail
• Interactive Communication 
• Problem Solving
• Business Perspective
• Financial Systems
• Processes and Technology
• Using Information Technology

Bowmans is committed to achieving the objectives set in its transformation charter, and the targets in its employment equity plan.  All recruitment decisions will be taken with due consideration being given to these objectives

Purpose:

Responsible for and performing administrative, legal secretarial and related duties and offering skilled legal assistance to head of practice group and/or their team.

Experience and Qualifications:

• Senior Certificate
• Paralegal Diploma or short legal courses advantageous/or qualified by experience
• 5 to 10 years legal secretarial experience specifically in Corporate advantageous
• Advanced knowledge of MS Office package
• Experience in a legal accounting package essential.

Key Accountabilities

Key Activities:

Act as first point of contact

• Liaise with people both inside and outside the firm, supporting the executive in his/her duties and responsibilities.
• Acts with a high level of confidentiality and discretion.

Connecting people

Professional and effective communication internally/externally

• Screening of all calls to ensure that calls are handled or directed to correctly.
• Manage all forms of communication efficiently to ensure that correct message gets across effectively and is dealt with accordingly.
• Possess well developed interpersonal and communication skills and good telephone manner to ensure that all staff members, colleagues and clients are treated professionally.

Diary Management

Scheduling and maintaining of calendars

• Organise and manage the executive’s diary and make appointments.
• Updating executive on diary entries and ensuring that he/she is appropriately prepared prior to meetings/ events/presentations.
• Ensure that the correct people are invited and available to attend; booking boardroom for meetings and conference calls (VC), booking catering if necessary, making sure enough time is allocated for travel for offsite meetings.
• May act as team coordinator.

Document Generation

• Produce specialized and general documentation and presentations necessary for clients.
• Ensure the documents produced are of the highest standard through accurate typing paying special attention to detail and ensuring good spelling/grammar/punctuation.
• Adhere to ‘in-house’ document style guide to maintain standardisation of documentation.
• Amend documents using track changes and cross referencing, requiring advanced computer and software skills.
• Carry out dictaphone and manuscript changes to various documents.

Office administration/management

• Plays a pro-active role in ensuring that the department runs smoothly and requires a fair knowledge of legal terminology, processes, procedures and protocols to relieve workload of professionals wherever possible by providing support on various projects.
• Maintain complex filing systems to track large volumes of legal filing deadlines, providing professionals with easy access to files and precedents.
• Manage e-mail, respond or delegate where appropriate.
• Arrange and coordinate team and inter-office planning/strategy sessions.
• Effective office management
• General duties include preparing documents for internal meetings, copying, distribution and delivery of documents.
• May supervise junior staff and provide guidance mentoring and support to new staff members.
• Collect and collate monthly department information from Practice Group Heads for inclusion in Management Board Report.
• May be responsible for maintaining specialist databases.

Travel Arrangements

• Make all travel arrangements understanding preferences and ensuring cost effectiveness.
• Arrange relevant meetings, set up a travel itinerary and prepare documentation.
• Research travel and immigration requirements. Ensure that they are all met and Visa applications are processed timeously.
• Manage unforeseen travel changes.

Meeting Support

• Conduct background research where required.
• Prepare necessary documentation and brief executive for meetings and engagements.
• Action post meeting deliverables and follow-up

Finance Administration

• Assist with departmental budget process, checking input, tracking spend, reconciling on a monthly basis to ensure budget and spend are aligned, liaising with finance team as and when necessary to ensure alignment.
• Ensure the timeous and accurate time recording of hours worked by fee earners and producing final bills to clients for services rendered
• Compile covering letters and send out final bills to clients timeously and assist Credit Controllers with debt collecting
• Processing reimbursement requisitions

Relationship Building

• Develop and maintain relationships with all levels of staff as a trusted resource.
• Maintain strong working relationships with and have open and transparent communication between all members of the team
• Develop and maintain relationships with vendors to ensure quality of service delivery

Competencies

• Adaptability
• Attention to Detail
• Interactive Communication
• Initiative
• Problem solving
• Resilience
• Writing Skills

Bowmans is committed to achieving the objectives set in its transformation charter, and the targets in its employment equity plan.  All recruitment decisions will be taken with due consideration being given to these objectives.

Purpose:

Responsible for assisting with the organisation and operation of the assigned Library and the provision of effective information services.

Experience and Qualifications:

• 3 - 5 years’ library experience in a similar role in a professional services environment
• Microsoft Office (Word, Excel, Outlook (Sabinet, Juta, Lexis, etc)
• Bachelor’s Degree or B. Tech in Library and Information studies essential

Key Accountabilities

Library Operations and Administration

• Work with the team to contribute to and implement the library strategy to promote awareness and usage of library services and resources.
• Working with the team, contribute to the development of and implement library policy and standard operating procedures to ensure all library processes and procedures meet best practice.
• Maintain a full and working knowledge of monitoring and updating library automated systems.
• Be proactive in identifying opportunities for improvements.
• Assist with generating statistics and usage reports to monitor trends to inform budget and collection development.
• Update and maintain supplier database.

Information and Research Services

• Working across e-resources, search tools and collaboration platforms.
• Provide accurate and timely information service, research support to lawyers and business development team.
• Perform validation services (verifying sources, citations and authority, detecting hallucinations and misinformation, and assessing reliability.
• Perform current awareness monitoring of print and electronic resources.
• Alert lawyers to the latest legal developments, including new legislation and case law.
• Arrange access to information and publications not available in-house.

Collection Maintenance and Development

Receipt and recording of new journals, law reports & loose leafs.

• Working with the team, contribute to the development of and implement collection development strategy by identifying and reviewing irrelevant publications and arranging for their disposal and maintaining records.
• Research, evaluate and recommend new resources for purchase.
• Proactively engaging with stakeholders to determine resource requirements.
• Update loose-leaf publications.

Library Training

• Conduct information and research literacy skills training.
• Participate in library orientation for new joiners and conduct library tours.
• Assist with development and update of training programs, materials and manuals.

Financial administration

• Capturing of select invoices, resolve certain invoice and payment queries and reconciling accounts.
• In instances, arranging and ensuring timeous payment.

 Competencies

• Curiosity
• Technologically proficient
• Resilient
• Adaptability
• Client Focus
• Initiative
• Interactive Communication
• Organisational Awareness
• Teamwork
• Information Management