EA Accounting Controller at Beiersdorf

Role Purpose

Account Payables Administration, Customers Credit Controlling, Staff Accounts Administration, Records Management, and Archiving.

Main Accountabilities

Accounts Payables Management

• Be the Lead contact for Genpact team in all matters
• Guidance on vendor set-up to ensure it is done properly at the outset by Global Master data team with special emphasis on bank details, Tax codes (VAT, WHT) vendor classification (Recon GL), payment terms.
• Guide scanning assistant in the customs and freight invoice classification (DHL, Bollore etc.) with regards to the DC and PC
• Ensure that the GE GL accounts are shared/updated for use in PO preparation (SRM and others) and that Genpact posts correctly
• Critical vendor reconciliations to be done by Genpact or locally to ensure no variances
• Drive invoice processing automation such that only invoices from Customs Clearing company are scanned in the office. The rest to be done by vendors themselves
• Maintain and Monitor Cash Flow Plan such that there is enough EUR/USD and KES to cover payment runs.
• Remittance advices to be send to vendors ASAP once payment run is conducted
• Keep the vendor KPI scorecard on Workflows & Vendors green by ensuring no overdue items beyond the given threshold

Domestic customer Account Receivable Management

• Lead and execute the quarterly credit setting in SAP for customers
• Send weekly customer statements to sales team and customers
• Resolve reconciling items that the customers raise
• Work with supply chain to ensure that CNs are issued promptly
• Attend the weekly AR call to discuss status of focus/overdue accounts
• Ensure that Genpact update customer records promptly and correctly
• Compute the quarterly provision for bad debts

Export Customers Credit Controlling

• Monitor and follow-up on export customers receivables. This ensures that forex expected from these customers is factored into the vendor payment cycle runs
• Ensure export customer ledger is updated promptly
• Run a report of credit block releases monthly. This will form a basis for review of customer credit limits and payment terms

Staff Accounts Administration

• Post all the T&E promptly and to the correct GLs and Cost Centres
• Send the staff statements to each employee within 1 week after the end of the month
• Send to payroll for deduction any advances that are overdue by more than 1 month
• Process the staff T&E payments twice a month

Period Close Accruals & Provisions and related activities

• Prepare the JV for regular accruals and provisions each month end and this to go into the correct GLS/CC
• Ensure that the JVs done are compatible with the ROBO so that we are at over 90% JET posting.
• Ensure closing activities are done in line with the closing calendar

Bank Agent

• Do cheques banking daily/train scanning assistant to do this
• Handle bank communication as relates to letters/documents from bank
• Follow-up on year end audit bank confirmations
• Ensure we have no overdue bank items (unposted items more than 5 days) that relate to payments
• Prepare exceptional payments that need to be done on bank portal
• Ensure signatories are updated in all bank accounts as required

RCM and Compliance

• Implement and record the PTP RCM related documents
• Enforce the rules of NO PO NO PAY; No vendor created no pay as well as the use of one-time vendor rules
• Ensure that invoices that are more than 6 months are not posted but are returned to the vendor for action