Descrição:
1. Purpose of the Role
To control the financial administration, resale administration and stock of the site thereby ensuring compliance with
Company procedures, cost control and profit maximisation.
2. Key Responsibilities
2.1. Site Administration Control
- Ensure accurate and timeous completion and submission to the Corporate Office of all weekly administrative and accounting returns for the site units including:
- order forms, invoices and cash slips attached to the WPA and WCPA
- stock take sheets, daily issue sheets and broadsheets as reported through SAMS.
- Ensure correct and prompt completion and submission to the Corporate Office of all administrative and accounting returns in respect of functions, inclusive of:
- functions analysis sheet with attached invoices
- cash slips
- stock sheets
- stock issue sheets
- casual wage variations.
- Ensure that the daily issue sheet and broad sheet are captured into the SAMS.
- Analyse and post journals, produce data analysis and reports and assist with variance analysis.
- Review month-end close reports and call out problems detected.
- Perform month-end reconciliations (balance sheet and income statement) and prepare the monthly finance reconciliation reports for review by the Finance or Administration Manager.
- Liaise directly with relevant external parties (clients, auditors, service providers).
- Be responsible for all aspects of financial reporting, including monthly closings, general ledger, fixed assets, accounts receivable and accounts payable.
- Follow up on outstanding transactions, including data capturing of the following:
- invoices for deliveries
- credit notes
- non-client back charges and functions (including costings and issue sheets)
- back charges for stores products (costings)
- function invoices
- cash payments for non-client functions.
- Update asset and inventory registers for the site ensuring that they are an accurate and up to date record of assets and inventory.
- Identify and resolve all problematical transactions/data.
- Process local supplier payments.
- Prepare all client invoices, ensuring that the amounts are accurate, VAT is applied and the invoices reach the client promptly at month end, including compiling the final function/back charge summaries and invoices
- pack for the client.
- Ensure that clients are VAT invoiced correctly and promptly for services rendered and special functions on a monthly basis and a copy of such invoice is forwarded to the Corporate Office.
- Implement and monitor price adjustments according to the contract with the client and submit to the Finance or Administration Manager for approval.
- Oversee the administration of petty cash in accordance with Company SOPs.
- Assertively collect payments in respect of outstanding invoices due to the Company from clients in accordance with financial standards and deadlines.
- Establish a system of fixed asset control, including but not limited to:
- keeping accurate records of the assets on site upon commencement of a contract and during the contract
- accounting for all assets at the end of the contract
- recording the movement of assets (eg storage, transfer or disposal).
- Coordinate the budget planning and control process for the site ensuring monthly analysis of expenditure and revenue against budget and instituting the appropriate corrective action, where necessary.
2.2. Financial Oversight
- Oversee the reconciliation of sales and the completion of the daily sales control sheet.
- Oversee the capturing of income and expenditure data for the site and ensure follow up on outstanding transactions, including data capturing of the following:
- invoices for deliveries
- credit notes
- non-client back charges and functions (including costings and issue sheets)
- back charges for stores products (costings)
- function invoices
- cash payments for non-client functions
- daily petty cash.
- Check the daily cash-ups and cash reconciliations.
- Ensure all the transactions are recorded and coded accurately in accounting systems.
- Check the weekly and monthly payment runs.
- Review and approve expense reports and expense reimbursements to ensure proper charging.
- Prepare and process sundry and recurring monthly journals.
- Review monthly finance reconciliation reports.
2.3. Financial Analysis and Reporting
- Perform a weekly revenue and cost analysis ensuring that the site is meeting its associated targets.
- Investigate and report any material deviations to the project manager and drive a process to correct any associated problems
- Validate the financial data for the site in accordance with Company deadlines and procedures and ensure that the following details, among others, are correct:
-
- mandays and non-residents statistics
- functions costings
- non-client statement and total cost to client
- back charge cost to client
- resale (total consumption and total income)
- stock (resale, general and sundries) sheets opening stock
- WPA purchases
- transport
- cash purchases
- staff meals
- waste or written off stocks
- sundries consumption.
2.4. Stock Control
- Ensure that:
- all deliveries received are in accordance with the quantities ordered, the quality required and the agreed price.
- Where stock does not meet this standard, the Stores Supervisor must ensure that a credit note is issued by the supplier.
- all stock is received with a valid delivery note and invoice from the suppler, and ensure that such documentation is retained for record purposes.
- all the invoices and cash slips received in terms of goods delivered are signed and stamped with a “Goods Received” Stamp.
- a spot check stock count is conducted after new stock has arrived to ensure that the total stock balances in respect of the old stock, new stock, purchases and stock issued.
- Participate in the weekly stock takes on a Sunday and ensure that weekly returns are packaged for collection by no later than Tuesday afternoon.
- Participate in a monthly stock take on the last day of every month and ensure that the administrative returns in this regard are received by Corporate Office by no later than the second day of the subsequent month.
2.5. Client Problem Resolution
- Provide account information to clients.
- Process client account queries.
- Rectify any errors on client accounts.
- Investigate irregularities or discrepancies on client statements or accounts.
2.6. Staff Supervision (when appropriate)
- Manage and reconcile employee leave and attendance records.
- Respond to or redirect employee queries as required.
- Conduct employee appraisals.
- Manage first level labour relations matters.
- Identify areas for employee development and provide training.
2.7. Effective Teamwork and Self-Management
- Take ownership and accountability for tasks and activities and demonstrate effective self-management in terms of planning and prioritising, and self-development
- Follow through to ensure that quality and productivity standards of work are consistently and accurately maintained.
- Inform relevant parties in the event of tasks or deadlines not met, the potential risks thereof and provide appropriate resolution.
- Manage colleagues’ expectations and communicate appropriately.
- Demonstrate willingness to help others and “go the extra mile” to meet team targets and objectives.
KNOWLEDGE/COMPETENCE:
- What skills, knowledge, and/or attributes are necessary to perform the role?
- Project management
- Accounting principles and practices
- Payment and receipting procedures
- Stock control practices
2. Skills
- Excellent technical accounting skills
- Strong verbal and written communication (excellent written and verbal English is a requirement)
- Computer literacy (proficiency in Excel is required)
- Numeracy
- Interpersonal
- Logical thinking
- Administrative and organisation
3. Attributes
- Reliable
- Motivated
- Team player
- Self-driven
- Good time management skills
- Analytical thinker
- Ability to meet deadlines
QUALIFICATION AND EXPERIENCE
- 3 year diploma in accounting/financial management
- Minimum of 7 years’ experience in a bookkeeping or similar financial position of which 3 should be at a senior level.
HOW TO APPLY:
Interested candidates should submit a Motivation Letter, updated Curriculum Vitae, and a copy of their academic certificate to the following email address:
