Fuel Clerk Full-Time

Job Advert Summary

Unitrans is seeking a meticulous and organised Fuel Clerk to join our team at operational sites.

Under general supervision, the Fuel Clerk will perform essential clerical accounting tasks, demonstrating proficiency in accounting office practices and familiarity with various accounting classifications. Responsibilities include assigning codes, identifying accounts, preparing data transaction sheets, analysing and auditing accounts, and ensuring accurate entries into the general ledger.

The role may also involve verifying and processing accounts payable. The ideal candidate will possess strong attention to detail, a background in accounting procedures, and the ability to work effectively in a fast paced team environment.

Duties & Responsibilities

Diesel Administration

• Compile orders for diesel and ensure that all tanks in depots are filled.
• Capture and accurately allocate diesel invoices on Sage X3, linking invoice to expense receipt (Purchase Order).
• Reconcile all payments for diesel accounts by established due dates and report to financial manager.
• Update, follow-up and confer with suppliers to ensure all parties are up to date on payment terms and ensuring a good relationship with diesel accounts.
• Capture diesel payments on Sage X3 to cashbook and matching of invoices paid.
• Reporting for diesel usage and diesel short days.
• Maintain fuel pricing per site on the Fuel Manager application on Sage X3.
• Reconcile fuel transactions on Micro-Alert with manual fuel slips.
• Import fuel transactions via the Fuel Manager application on Sage X3.

Creditors Reconciliation of Allocated accounts

• Verify that VAT is claimed correctly in accordance with the SARS requirements.
• Compile monthly reports for management.
• Ordering of diesel stock.
• Liaising with fuel suppliers on daily basis to ensure timeous deliveries.
• Responsible for calculation of diesel consumption, and Investigation into fraudulent diesel transactions.

Administration duties

• Keep records on payments made for diesel and creditors on a daily basis.
• Capture and record communications.
• Operate telephone system to answer, screen and forward calls, providing information, taking messages and scheduling appointments with regards to accounts.
• Provide general assistance to Central Fuel Department as is required from time to time.
• Prepare creditors applications for final authorisation by Financial Manager.
• Advise Financial Manager on latest creditor status and payment dates for monthly cash flow planning.
• Ensure that creditors’ documents are filed after payment.
• Capture and accurately allocate creditor invoices on Sage X3, linking invoice to expense receipt (Purchase Order).
• Reconcile all payments to creditors by established due dates and report to financial manager.
• Update, follow-up and confer with suppliers to ensure all parties are up to date on payment terms and ensuring a good relationship with creditors.
• Capture creditors payments on Sage X3 to cashbook and matching of invoices paid.

Minimum Requirements

• Minimum qualification: Grade 12/ Matric/ National Senior Certificate.
• Experience in a similar role: more than 1 year.