Supplier Administration Officer at Mancosa

About the position

Introduction

MANCOSA, a DHET registered and CHE accredited private higher education distance education provider,
offering undergraduate and postgraduate business qualifications, has the following vacancy available:

Duties & Responsibilities

The Procurement & Supplier Administration Officer is responsible for ensuring the efficient administration of supplier accounts by maintaining accurate supplier reconciliations, managing the supplier onboarding process, coordinating travel approvals in line with the Travel Policy, and ensuring compliance with procurement and financial controls. The role supports the Finance Department by maintaining supplier integrity, reducing payment risks, and ensuring that all travel requests comply with organizational policies.

Key Responsibilities

1. Supplier Reconciliations

• Prepare and reconcile supplier statements on a monthly basis.
• Investigate and resolve supplier account discrepancies.
• Liaise with suppliers regarding outstanding invoices, credits, and account queries.
• Ensure all supplier reconciliations are completed before payment runs.
• Maintain accurate reconciliation records for audit purposes.
• Assist with month-end and year-end supplier reconciliations.

2. Supplier Onboarding

• Manage the end-to-end supplier onboarding process.
• Ensure all required supplier documentation is received and validated, including:
• Tax Clearance Status
• CIPC documents
• B-BBEE Certificates/Affidavits
• Banking confirmation letters
• Proof of address
• Certified ID documents
• Conduct supplier due diligence and verification.
• Maintain the supplier master database.
• Ensure compliance with procurement policies and governance requirements.
• Liaise with internal departments regarding supplier registrations.

3. Travel Administration

• Review travel requests for completeness and policy compliance.
• Obtain all required approvals in accordance with the Delegation of Authority.
• Coordinate travel bookings with approved travel service providers.
• Monitor travel budgets and expenditure.
• Maintain accurate travel records and supporting documentation.
• Ensure travel requests are processed within agreed turnaround times.

4. General Finance Support

• Assist with month-end reporting.
• Provide support during external and internal audits.
• Respond to supplier and internal stakeholder queries.
• Perform any other finance administration duties as required

Desired Experience & Qualification

Minimum Requirements

Qualifications

• Bachelor's Degree in Commerce (BCom) (Accounting, Financial Management, Supply Chain Management or equivalent).

Experience

• Minimum 5 years' relevant experience in:
• Accounts Payable
• Supplier Reconciliations
• Supplier Administration
• Procurement Administration
• Travel Administration

Knowledge

• Supplier onboarding processes
• Procurement policies and procedures
• Accounts Payable
• VAT requirements
• Travel policy administration
• Microsoft Excel (Advanced)
• ERP systems (Sage Evolution/Intacct or similar)

Competencies

• Excellent attention to detail
• Strong analytical and reconciliation skills
• Excellent communication skills
• High level of integrity and confidentiality
• Strong organisational and planning abilities
• Problem-solving skills
• Ability to work under pressure and meet deadlines
• Customer service orientation
• Strong administrative skills

Key Performance Indicators (KPIs)

• 100% supplier reconciliations completed before payment runs.
• Supplier onboarding completed within agreed SLA.
• Zero non-compliant supplier registrations.
• Travel approvals processed within SLA.
• Minimal supplier payment disputes.
• Positive audit outcomes with no significant findings relating to supplier administration.