Key Responsibilities:

• Finance administration.
• Procurement and accounts payable.
• Accurate expense allocations.

Responsibilities include:

Administrative and Organizational Responsibilities

• Ensure compliance with financial processes, procedures, policies and internal control requirements.
• Provide administrative support to campus bursars, school principals, staff and brand finance.
• Assist with GSS, brand and campus related finance admin projects or tasks as and when required.
• Plan and schedule procurement, aligned to school requirements and deliverables.
• Track and manage the schools procurement requests from receipt of request to payment of supplier.
• Assist credit controller with any parent files required in preparing pre-legal files.

Procurement and Accounts Payable

• Submit procurement requests daily on the centralised procurement portal, within 24 hours of receipt from staff member.
• Provide the correct GL / procurement category for all requests and the correct fixed asset group for fixed assets.
• Ensure that detailed information is submitted to procurement for all requests including ISBN numbers, goods/job specifications where relevant.
• Submit Capex quotes to bursar within 24 hours of receipt from procurement.
• Upload approved Capex applications on the procurement portal.
• Compile new vendor applications and existing vendor changes and load these onto SharePoint.
• Generate purchase orders for purchases under R10 000 in one month, procurement card reloads and instore purchases, eg. Makro and Builders Warehouse.
• Email purchase orders generated by school to the staff/suppliers and request them to email Invoices directly to [email protected].
• Process staff expense claims according to the Advtech approval framework.
• Follow up on all purchase orders older than 24 hours which have not been approved and confirmed.
• Delivery notes to be requested from the relevant staff members for all confirmed purchase orders older than 1 week.
• GRV (goods receipt) purchase orders raised at a school level upon delivery/receipt of goods or services.
• Upload delivery notes or confirmation of service received on the procurement portal for all purchase orders generated by GSS.
• Process returns to vendors when required with approval from brand accountant.
• GSS SharePoint account payable queries to be reviewed daily and resolved timeously.
• Assist in resolving procurement agent queries within 24 hours.
• Forward payment queries from staff and suppliers to GSS and follow up until resolved.
• Provide campus bursar with accruals listing for all goods or services which have been received.
• Plan and track procurement to avoid urgent payments, if unavoidable ensure that all required documents are submitted to the bursar in one pack for approval.

Education: 

• Minimum Grade 12

Experience: 

• 3- 5 years in a similar finance administrator role.
• Accounting knowledge preferable.