POSITION PURPOSE

Responsible for reviewing, validating, and approving utilities payment batches prepared by the Unipay Utilities Administrator. Ensures that all Unipay uploads, reconciliations, and supporting documentation are accurate, complete, and compliant before submitting batches to the manager for final payment release. Maintains strict internal controls, monitors payment integrity, and ensures that all payments are processed timeously and correctly.


ESSENTIAL FUNCTIONS AND BASIC DUTIES

1. Ensures the accuracy and integrity of utilities payment batches
a. Reviews all CSV files uploaded by the Unipay Utilities Administrator.
b. Confirms that CSV totals match the reconciliations received from each portfolio.
c. Verifies that all required supporting documents and information are included.
d. Identifies discrepancies, missing data, or errors and sends queries back to the relevant portfolio or administrator.
e. Approves complete and accurate batches and forwards them to the manager for final payment release.
f. Ensures that all payments comply with internal controls and company procedures.

2. Oversees quality control of the Unipay payment process
a. Conducts detailed checks on uploaded batches to ensure correct formatting, allocation, and payment details.
b. Ensures that no payments are processed with incomplete, incorrect, or unverified information.
c. Monitors the workflow to ensure timely processing and prevent delays.
d. Flags risks, irregularities, or unusual payment patterns for management review.

3. Maintains accurate records and audit‑ready documentation
a. Maintains a complete record of all approved and rejected batches.
b. Ensures that payment logs, tracking sheets, and batch histories are up to date.
c. Files documentation in a structured, easily retrievable manner.
d. Prepares summary reports on batch accuracy, discrepancies, and processing timelines.

4. Coordinates effectively with internal stakeholder
a. Communicates with creditors, utility administrators, accountants, and payment releasers across portfolios.
b. Provides clear feedback on discrepancies, missing information, or required corrections.
c. Supports the Unipay Utilities Administrator with guidance on accuracy standards and compliance expectations.
d. Keeps management informed of significant issues, delays, or recurring errors.

5. 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
a. Payment batches are accurate, complete, and approved timeously.
b. Discrepancies are identified quickly and communicated clearly.
c. No incorrect or incomplete batches are forwarded for payment release.
d. Documentation is complete, organized, and audit‑ready.
e. Internal controls are consistently upheld.
f. Effective communication and coordination with portfolio teams and administrators.
g. Payment processing timelines are met without delays caused by internal errors.
h. There are no cutoffs of any services due to delayed payments or outstanding queries
i. Utilities personnel are effective, efficient, and well trained. Assistance and support are provided as needed. Performance appraisals are conducted as required.
j. Positive, professional business relationships exist with vendors and customers. Superior customer service is consistently provided and the Company's professional reputation maintained.
k. Good coordination and working relationships exist with related departments and units. Assistance is provided as needed.


EDUCATION/CERTIFICATION:
Matric

REQUIRED KNOWLEDGE:
Basic understanding of computer operations and accounting.
Basic knowledge of utilities.

EXPERIENCE REQUIRED:
At least 2 years of basic office experience.
At least 2 years of related accounting/utilities experience.

SKILLS/ABILITIES:
Exceptional attention to detail and accuracy.
Strong numerical and analytical skills.
Excellent administrative discipline and organizational ability.
Clear, professional communication skills.
Ability to identify errors, inconsistencies, and risks.
Proficient with spreadsheets, CSV files, and standard business equipment
Able to use laptop, printer/scanner, phone, and other basic business equipment.