Job description

KEY PERFORMANCE INDICATORS:

 Perform IFS Financial Project Administration

• Registration, revision, and closure of projects according to approved Project Establishment Forms. (Check PEC’s are correctly completed, check figures on proposal or order).
•  Analyse and produce weekly IFS and Excel Financial reports of project expenditure vs. budget and circulate to the Heads.
• When requested, to the relevant CIs for planning and budgeting purposes.
• Through analysis, ensure that all revenue and expenditure is processed to the correct GL accounts. Where incorrect postings are identified, investigate and correct through journalisation.
•  Monitor expenditure vs. budget and advise Management and Chief Investigators of projects nearing/exceeded budget.
•  Establish root cause of incorrect postings and take corrective action to avoid in future incidents.
• Perform monthly period-end procedures, and related analytical functions to check any timesheet errors.
• Liaise with SBU accountant regarding journals and project queries.
• Synchronise project administration across productive SBUs through communication with other Admin Officers.
• Liaise with Buyers and assist CI’s regarding quotes for purchasing on projects and load requisitions on IFS once approved.
• Follow up with Buyers and Suppliers on Purchase Orders and delivery of goods ordered.
•  Provide IFS project reports to CI’s and staff when required. Assist with detailed expense queries from IFS reports.
•  Liaise and co-ordinate with auditors and SBU managers.

 Perform IFS Financial Project Billing Process

•  Enter proposals and sales orders on IFS ensuring client details & billing plan is correct.
•  Monitor billing plan and adjust as required based on CI feedback.
•  Issue invoices after confirmation from CI’s.
•  Administer & maintain debtors tracking issue list.
•  Monitor Debtors days:
•  Remind technical staff to follow up with technical contacts.
•  Follow up with client financial departments.
•  Interact with Mintek Finance to obtain pre-payment advise and ensure invoices are cleared.

 Prepare & Control of SBU Cost Elements and Budgets

•  Assist Executive Managers and Heads with budget planning.
•  Provide financial input to divisions with annual budgeting and regular forecasting for divisional running costs.
•  Control and monitor the actual expenditure relating to CAPEX against budgeted CAPEX targets as well as handling issues arising from the CAPEX process related to management accounting and project issues.
•  Assist with business improvement and cost reduction initiatives within the division.

Administer Project Labour Booking Process

• Ensure staff enter timesheets on a weekly basis.
• Check & approve weekly billable time.
• Produce weekly Excel reports of time booked to projects for Management and CI checking.
• Facilitate reversal and correction of incorrectly booked time.
• Monitor and resolve time booking errors in COFC and CN30 accounts.
• Execute and ensure Science Vote invoicing is done on time.
• Check time booked to the project budgets before time is approved.

Minimum requirements

• B Tech Finance or Accounting or B degree in Finance or Accounting
• 5 years Projects Administrative experience or in a similar role
• IFS Project Systems
• Strong organization skills
• Resourcefulness
• Adaptability
• Interpersonal skills
• Multitasking