Driver Allowance Clerk

Role Overview

This role sits at the intersection of transport operations and finance, ensuring that every driver allowance payment is accurate, properly documented, and reconciled against company records. On a typical day, you will review incoming allowance claims, calculate disbursements, raise requisition credit notes (RCNs), and track their lifecycle from approval to closure. The position matters because it maintains the financial integrity of the transport department, preventing discrepancies that could delay payments or trigger audit findings.

Key Responsibilities

• Collect and examine driver allowance requests along with their supporting documents to confirm validity and completeness before processing.
• Compute approved amounts and issue payments to drivers within the agreed timelines, ensuring no overpayments or missed deadlines.
• Create requisition credit notes (RCNs) in the system, attaching all required approvals and backup paperwork.
• Monitor the progress of each RCN from submission through approval and settlement, proactively nudging stakeholders to prevent bottlenecks.
• Regularly match allowance payments against RCN entries, identify mismatches, and investigate root causes to resolve variances.
• Log every transaction in a structured record system, maintaining a clear audit trail for all allowances and credit notes.
• Compile periodic reports (daily, weekly, monthly) that summarise disbursement totals, outstanding RCNs, and any flagged issues.
• Coordinate with Transport, Finance, Procurement, and other teams to keep payment cycles on track and documentation complete.
• Adhere to internal controls, financial policies, and audit requirements, flagging any non‑compliance to the Transport Manager.

Requirements & Qualifications

• Diploma in Accounting, Finance, Business Administration, Logistics, or a closely related field.
• At least two years of hands‑on experience in document management or data entry, ideally within a transport or finance environment.
• Strong working knowledge of Microsoft Excel (lookups, pivot tables, basic formulas) and the rest of the MS Office suite.
• Demonstrated ability to organise large volumes of paperwork and digital records without losing track of details.
• Clear written and verbal communication skills for liaising across departments and explaining discrepancies to drivers.
• Comfortable with internal financial systems and able to pick up new software quickly.