Finance Assistant
Supports the department through the collection, processing, recording, reconciliation, and reporting of financial data, verifying the validity, completeness and accuracy of source documentation.
Maintains complete and proper records of revenue, expenditure, assets and liabilities, and ensures the accuracy and integrity of financial information. Prepares reports that provide accurate and timely financial and statistical information required by management.
Key Performance Areas and Tasks
1. Accounts
- Receive and Verify Invoices/Disbursements/Petty Cash Requests:
- Ensure goods and services invoices are accurate.
- Verify invoice quantities and prices against purchase orders.
- Confirm invoices comply with financial policies and procedures.
- Capture and Process:
- Record supplier invoices/credit notes into the correct expense account.
- Manage banking, load payments for suppliers and service providers, and maintain proof of payments.
- Record cash disbursements/petty cash requests correctly.
- Preparation and Tracking:
- Prepare purchase orders and requisition forms.
- Track budget and expenditure.
- Update preferential procurement scores.
- Maintain accounts payable listings and follow up on outstanding debtors’ invoices.
- Escalate issues to management when necessary.
Key Performance Indicators:
- Accurate and reliable financial information produced on time.
- Efficient data processing and compliance with financial regulations.
- Well-maintained electronic and manual filing systems.
- Ability to work under pressure and meet tight deadlines.
2. General Finance
- Reconciliations and Allocations:
- Perform bank, credit card, customer, and supplier reconciliations.
- Allocate expenses (OPEX) and credit card expenses to accounts.
- Assist in Analysis and Reporting:
- Support performance analysis/reviews (Sales, Cashflow, P&L, Balance Sheet).
- Update and maintain the asset register.
- Assist in monthly, quarterly, and annual financial reporting.
- Prepare and update travel reports (Company car and rentals, flights, accommodation, subsistence allowance).
- Update and report on monthly employment benefit policy.
- Review management accounts and performance analysis.
- Escalate issues to management when necessary.
Key Performance Indicators:
- Accurate record-keeping.
- Timely submission of specified reports and completion of tasks.
- High-quality and accurate reports.
- Willingness to assist fellow team members and undertake additional duties.
- High level of accountability in job tasks.
3. Supplier Relations
- Supplier Management:
- Assist in sourcing suppliers and onboarding.
- Maintain a preferential supplier database.
- Resolve supplier queries and discrepancies in invoicing.
- Ensure accurate and timely supplier payments.
Key Performance Indicators:
- High level of accountability in resolving supplier queries.
- Timely resolution of supplier issues.
4. Project Management Office (PMO)
- Project Financial Management:
- Accurately record financial transactions related to project activities.
- Assist in preparing financial reports and budgets for project stakeholders.
- Ensure PMO team members accurately disclose time entries on various projects.
Key Performance Indicators:
- Accurate financial information related to projects.
5. General Administration
- Administrative Duties:
- File and maintain all accounting records securely and in an organized manner.
- Perform other ad-hoc administrative duties as required.
- Report on monthly telephone records and photocopier records per user code.
Key Performance Indicators:
- High percentage of administrative tasks completed within deadlines.
- Quality administrative support.
Closing Date: 18 July 2024