Administrator M/F

	Administrator M/F

General informations

White Horse Carriers (Zalawi / Whitehorse), based in South Africa, is company of Africa Global Logistics, a division of the MSC Group.  It has developed its expertise over 50 years in road haulage and currently runs over 500 trucks on the corridor from Durban / Walvis Bay to the Copperbelt and Katanga region with a local work force of 600 astute professionals. It is one of the largest cross-border transportation companies operating in the southern region of Africa. With over 50 years of experience and a fleet of more than 520 vehicles, we are committed to providing reliable and efficient transport services across borders. Join our team and be a part of a leading logistics company dedicated to excellence and innovation in the transportation industry.

Job description

Mission Description                      

Job Purpose:
The Administrator is responsible for the accurate receipt, tracking, circulation, and control of all supplier invoices. This role ensures that invoices are signed by the correct approvers, maintains a complete record of the invoice workflow, and hands approved invoices to the applicable account owners for timely processing., ensuring compliance with company standards.

 

Profile

Job Function:
Invoice Receipt & Verification
• Receive all supplier invoices via email or hard copy.
• Verify invoices for completeness (supplier details, purchase order number, supporting documents, amounts, dates).
• Log newly received invoices in the invoice register or tracking system.
Invoice Circulation & Approval Workflow
• Distribute invoices to the correct signatories based on approval levels and department ownership.
• Follow up with approvers to ensure invoices are signed timeously.
• Maintain a clear audit trail of invoice movement, including dates sent, received, and signed.
• Identify and escalate overdue approvals or missing information.
Invoice Tracking & Record Keeping
• Update the invoice tracking register daily, ensuring accurate status updates.
• Ensure all supporting documentation is attached and complete before passing invoices forward.
• File and store digital and physical copies in the correct folders for future audit reference.
Handover to Accounts / Budget Owners
• Once invoices are fully approved, hand them to the applicable account owner for financial processing.
• Track handovers to ensure none are misplaced or delayed.
• Support month end processing by ensuring all outstanding invoices are accounted for.
General Administration
• Perform ad hoc administrative tasks as requested by management or the finance team.
• Maintain an organised filing system (electronic and physical).
• Assist with scanning, indexing, and archiving documents.
• Support departments when administrative help is required.
QHSE
• Ensure all QHSE requirements are adhered to, and relevant policies and procedures are followed


Minimum Education, Experience Requirements & Core Competencies:
• Matric
• Minimum 1–2 years administrative experience (finance environment preferred).
• Computer literate, Excel Skills (Intermediate)
• Excellent communication and interpersonal skills
• Experience with invoice handling or document control is advantageous.