POSITION PURPOSE

Responsible for overseeing the full utilities payments process across all portfolios, ensuring accuracy, compliance, and timely execution of all municipal payments processed through the Unipay platform. Provides leadership, governance, and quality assurance over the Utilities Payments Administrator and Utilities Payments Controller functions. Conducts final review and approval of all payment batches before release and ensures that internal controls, audit requirements, and company policies are upheld.


ESSENTIAL FUNCTIONS AND BASIC DUTIES

1. Oversees the full utilities payment workflow
a. Provides leadership and oversight to the Utilities Payments Administrator and Utilities Payments Controller.
b. Ensures that all CSV uploads, reconciliations, and batch approvals follow internal standards.
c. Conducts the final review and approval of all Unipay payment batches.
d. Confirms that all supporting documentation is complete, accurate, and compliant before releasing payments.
e. Ensures that payments are processed timeously to prevent service interruptions.
f. Implements and enforces internal controls to safeguard payment integrity.

2. Ensures accuracy, compliance, and risk management
a. Reviews exception reports, discrepancies, and escalations from the Controller.
b. Identifies trends, recurring errors, or risks and implements corrective actions.
c. Ensures adherence to company policies, financial controls, and audit requirements.
d. Develops and refines procedures to improve accuracy, efficiency, and governance.
e. Ensures that all documentation is audit‑ready and properly filed

3. Reporting and communication
a. Prepares and submits monthly and ad‑hoc reports to the COO, including:
i. Payment accuracy and error rates
ii. Processing timelines and delays
iii. Outstanding items or escalations
iv. Compliance and control observations
b. Communicates key issues, risks, and operational insights to senior management.
c. Coordinates with portfolio accountants, creditors, and internal finance teams as needed.

4. Leadership, supervision, and team development
a. Manages the performance of the Utilities Administrator and Senior Administrator.
b. Provides coaching, training, and guidance to ensure high standards of accuracy and compliance.
c. Conducts performance reviews and identifies development needs.
d. Ensures effective teamwork, communication, and workflow coordination within the payments unit.

5. Maintains effective internal relationship
a. Works closely with portfolio teams, finance, and internal stakeholders to ensure smooth payment operations.
b. Ensures that all required information is received timeously from portfolios.
c. Provides clear, professional communication regarding discrepancies, risks, or required corrections.

6. Assumes responsibility for related duties as required or assigned.
a. Ensures that work areas are clean, secure, and well maintained.
b. Completes special projects as assigned.
c. Attends meetings as needed.


PERFORMANCE MEASUREMENTS
1. Utilities documents, reports, and records are accurate, complete, and timely and filed properly. An optimum turn around time in Utilities is maintained.
2. Discrepancies and variances in information are promptly researched and permanently resolved. Adjustments and reconciliations are made as needed. Suggestions for continual improvements are made so similar problems are avoided.
3. Management reports, payments are timeous, accurate and complete.
4. Utilities functions are completed in accordance with established policies and procedures.
5. There are no cutoffs of any services due to delayed payments or outstanding queries
6. Utilities personnel are effective, efficient, and well trained. Assistance and support are provided as needed. Performance appraisals are conducted as required.
7. Positive, professional business relationships exist with vendors and customers. Superior customer service is consistently provided and the Company's professional reputation maintained.
8. Good coordination and working relationships exist with related departments and units. Assistance is provided as needed.



EDUCATION/CERTIFICATION:
Matric plus 5 years experience managing staff.

REQUIRED KNOWLEDGE:
Basic understanding of computer operations and accounting.
Basic knowledge of overall company operations, accounting and/utilities.

EXPERIENCE REQUIRED:
At least 5 years of basic office experience.
At least 5 years of related accounting/utilities experience.

SKILLS/ABILITIES:
Exceptional attention to detail and accuracy
Strong analytical and problem‑solving skills
Excellent leadership and communication abilities
High level of integrity and accountability
Ability to manage deadlines and high‑volume workflows
Proficiency with spreadsheets, CSV files, and financial system
Able to use PC, phone, and other basic business equipment.
Good Relationships exist with Council(s)