About the position
Role Summary
The Record to Report Administrator - PO Management & Reporting is responsible for the effective administration, monitoring, and reporting of Purchase Orders (POs), open order reports, and aged balances. The role ensures financial accuracy, compliance with company policies, and proactive follow-up with stores, accountants, and managers to resolve long outstanding items (including 360+ day aging).
Requirements
Minimum Requirements
Diploma or Degree in Finance, Accounting, or related field.
Minimum 2-3 years' experience in a finance administration role.
Experience with PO management and ERP systems (SAP experience advantageous).
Strong understanding of financial controls and reporting processes.
Competencies
Strong analytical and problem-solving skills.
High attention to detail and accuracy.
Excellent communication and stakeholder engagement skills.
Ability to manage multiple deadlines and work independently.
Strong Excel skills
Professional and assertive follow-up ability.
Personal Attributes
Proactive and solution-driven.
Organised and deadline-focused.
High level of integrity and accountability.
Team player with strong collaboration skills
Key Responsibilities
Key Responsibilities
1. Purchase Order (PO) Management
Review, monitor, and maintain Purchase Orders within the financial system (e.g., SAP or equivalent ERP).
Ensure POs are accurately raised, approved, and aligned to budgets.
Identify and resolve discrepancies between POs, invoices, and goods received notes.
Monitor unutilized, partially utilized, or expired POs and follow up with relevant stakeholders.
Ensure compliance with internal procurement policies and financial controls.
2. Open Order Reporting
Prepare and distribute weekly Open Order Reports to relevant stakeholders.
Analyse open orders for completeness, accuracy, and potential financial risk.
Highlight long outstanding or dormant POs.
Provide commentary and recommendations on significant variances or unusual items.
Maintain proper documentation and audit trail for reporting purposes.
3. Aged Items & 360+ Days Follow-Up
Monitor and report on aged open items, particularly 360+ day balances.
Engage with stores, accountants, and managers to resolve outstanding items.
Investigate root causes of long-outstanding balances and escalate where required.
Ensure corrective actions are implemented and tracked to completion.
Maintain detailed follow-up logs and status updates.
4. Financial Controls & Compliance
Ensure adherence to internal financial policies and procedures.
Support audit requests by providing relevant reports and documentation.
Assist with month-end and year-end processes related to PO and accrual management.
Reconcile relevant GL accounts linked to open POs where required.
5. Ad Hoc & Administrative Support
Assist with ad hoc finance-related queries and investigations.
Support management with data extraction and analysis.
Participate in process improvement initiatives.
Provide backup support within the finance team as needed.
Closing Date: 4 April 2026
