Administrator: Projects Finance (Midrand) needed at Construction Education & Training Authority

 RESPONSIBILITIES:

• General administrative support to the relevant Project Finance Office 
• Maintaining project documentation records, including project and consultants’ contracts.
• Maintaining a schedule of internal and external reporting deadlines, and ensuring that the reporting requirements of project related contracts are fulfilled in a timely manner,
• Support the preparation and implementation of project evaluations and audits.
• Respond to routine queries and escalate higher-level requests to the relevant staff in the business unit as required.
• Prepare non-routine and routine correspondence and proofread relevant documents before circulation.
• Assist in the completion and accurate processing of valid and authorised project related invoices taking into account payment terms, discounts and credit notes.
• Assist in performing three-way matching between invoice, project register and project reports before submission for payment.
• Assist with the review of all submitted project invoices for correctness and queries and forward queries to the relevant party to resolve and resubmit when necessary.
• Assist in the effective and efficient management of document flows and the retrieving and archiving of information in a confidential manner.
• Assist in the preparation of the project finance relevant reports for review and submission to the Officer: Projects Finance.
• Assist in the capturing of relevant information and maintaining the database for the business unit, ensuring data integrity.
• Assist in the coordination and verification of relevant invoices and supporting documents from the business units.
• Maintaining schedules and details of project financial transfers and other project related payments required and their due dates.
• Ensuring that suppliers are informed of any changes to service agreements and payment options.
• Coordinate and provide administrative duties in the business unit such as, receiving telephone calls, correspondence and emails and flagging them as required.
• Work with the Officer: Projects Finance to prioritise an agenda and focus on the most important issues and opportunities within the business unit.
• Develop, maintain and update the business unit’s annual meetings planner.
• Coordinate the business unit’s meetings and preparation and ensure that all invitations, logistics, minutes and relevant agendas and material are provided.
• Order, receive, verify, store and maintain an accurate inventory of office supplies as required.
• Compliance with Performance Management Policy
• Attendance to development workshops and interventions as per agreed Personal Development Plan (PDP).
• Contribute to the financial sustainability of CETA by ensure no wasteful and fruitless expenditures are incurred in area of responsibility.
• Ensure that is assisting the business unit to operate within the allocated operational budgets
• Live and demonstrate exemplary behaviours driven and anchored on / by CETA values.
• Ensure that on-the-job training, learning, and development is taking place.
• Share and play an effective role in ensuring that teams assist in achieving of strategic goals and mandate of the CETA.
• Supervise, empower, coach and /mentor interns that are assigned to the business unit.
• Contribute to the review and update of the CETA policies and procedures.
• Ensure all work performed is backed-up regularly as per ICT polices onto the CETA electronic servers.
• Apply / implement and undertake all activities and duties in line with policies, procedures and relevant laws and regulations applicable to the task at hand.
• Attend risk, compliance, ethics and fraud prevention updates meetings, trainings and workshops as scheduled by CETA.
• Contribute to the risk maturity levels at the CETA.
• Follow protocols and report suspicious activities, corrupt or fraudulent activities that one is aware of; onto the CETA whistle blowing and fraud prevention hotline.
• Ensure that all relevant CETA registers, reconciliations and regulatory reports are compiled and submitted on time.
• Attend and address all stakeholder queries timeously and effectively.
• Prepare internal reports with relevant and required data for special project meetings.
• Perform all duties and responsibilities in line with applicable Acts, Regulations and per CETA relevant policies and procedures.

Requirements

DESIRED SKILLS, EXPERIENCE AND COMPETENCIES

• Matric/ Grade 12 and a post matric qualification in finance related field
• Two (2) years’ relevant experience in financial administrative position
• Demonstrable experience in financial administration
• Sound knowledge of Accounting Principles
• Demonstrable experience in MS Office (MS Word, MS Projects, MS Excel, PowerPoint & Outlook).
• Construction experience would be an added advantage.

The following Attributes are necessary to succeed in this role:

• Punctual, self-discipline and a motivated team player.
• Ethical consciousness and conduct in all dealings with the matters of CETA.
• Emotionally intelligent and communicates well across all levels.
• Analytical and pay attention to detail.
• Deadline driven.
• Adaptable and problem-solver.
• Excellent negotiation and organising skills.
• Innovative and creative self-starter.
• Ability to work with difficult individuals.