4 weeks ago
Job title : Finance Administrator
Job Location : Gauteng, Vanderbijlpark
Deadline : October 19, 2024
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Key Duties and Responsibilities
Document Management
- Receive payment request documentation from the projects.
- Review the documentation to validate the accuracy and completeness of the supporting documentation and to ensure compliant in terms of Anova’s financial standard operating procedures and donor requirements.
- Corrective action to be taken in the event of non-compliance.
- Capture the purchase order and insert the reference number onto the supporting documentation.
- Ensure that all payment documents are submitted within the required deadlines to the respective bank signatories for approval.
Data Capturing
- Generate an AP (Accounts Payable) batch within the accounting system.
- Capture the supplier invoice/s against the relevant supplier code and allocate the expense to the respective project code and line item, through purchase order.
- Forward the documentation to the Bookkeeper to confirm and post the purchase order/ AP batch into the accounting system within the correct accounting period.
Process Payments
- Forward a copy of the remittance advice to the respective supplier as proof of payment.
Compliance
- Ensure that compliance deadlines are met within the given time frame.
- All non-compliant issues as well as documents not on file needs to be addressed and cleared.
- Take a proactive step in ensuring that checks are done before submitting payments to accountant, e.g. invoices are signed; originals are attached, invoice must have both Vat numbers; authorised signatories did sign off on payments.
- Administrators needs to familiarize themselves with ALL finance policies and procedures (such as: procurement, petty cash; payment process, etc.)
Supplier Reconciliation
- Obtain supplier statements on a monthly basis.
- Develop a supplier reconciliation template and constantly improve.
- Ensure that reconciliations are done on a monthly basis and forwarded to accountant for review and signed off by both accountant and financial manager
- Corrective action to be taken in the event of non-compliance.
- Crucial to submit within the given deadlines
Debit orders reconciliation process
- Follow up with relevant bookkeeper, in order to obtain the invoices and prepare relevant documentation.
- Ensure that debit order requests for payments as well as purchase orders are created and signed off by the Project Managers / CFO, for all projects.
Cash management
- Notify the Accountant when funding is low.
Payment recovery process
- Prepare the purchase order, forward to bookkeepers for posting and follow the payment process.
- Assist bookkeepers with the account payable/ accounts receivable reconciliations.
Adhoc
- Assist the bookkeeper and accountant with any adhoc queries / cost recoveries
- Ensure accounts receivable and payables are cleaned up and corrections are done
- Work ethic important ( working hours ; punctuality; noise levels; dress code; clean desk policy; leave policy need to be adhered to)
Minimum Qualifications, Experience and Skills Required
- Diploma in Accounting
- 3 years’ financial administrative experience
- Experience of the Nedbank Electronic banking system.
- Pastel Evolution experience.
How to Apply for this Offer
Interested and Qualified candidates should Click here to Apply Now
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