Purpose of the Job

• This role is key to ensuring efficient and responsive administrative support for the Finance function.

Job Accountabilities

Finance administration

• Raising requisitions on Coupa for the Finance function – supplies and services
• Approvals on WNS – confirmer queue and buyers’ queue for invoice processing
• GRV’s for invoices per procedure
• Liaise with finance about payments, invoices etc.

Cash administration (Petty cash and Forex)

• Manage the petty cash in Rosebank and reconciliation of petty cash monthly
• Forex applications
• Administration of buybacks for international travel
• Obtain reconciliations for forex from SAF travelers and administer timeous close out of outstanding balances

Fleet administration

• Day to day administration for SAF’s fleet of vehicles to include amongst other duties:
• Issuing new fuel cards
• Updating fuel card information (cancellations and additions) Allocations – ensuring the car is at the correct cost centers, driver information etc remains updated
• Tracking devices
• Repair approvals

Credit card administration

• Day to day administration for SAF’s new credit cards to include amongst other duties:
• Issuing new credit cards, administration of limits
• Allocations – ensuring cards are on correct cost centers, employee information etc
• Review of balances monthly to ensure timeous processing by employees and approval by managers through Concur

Company secretarial administration

• Assistance to Regional Financial Controller and Company Secretary with:
• Booking of board meeting
• Board meeting minutes
• Submission of CIPC returns
• Changes to directors
• Board resolutions
• Any Co Sec requests

Travel and Entertainment Support

• Liaise with travel agent on quotes and bookings for travel and accommodation arrangements for the finance team.
• Visa applications for the finance team
• Co-ordination and arrangement of all Finance meetings and events e.g. meeting room bookings, external venue hire, catering etc.

Ad hoc

• Any ad hoc tasks required by the Regional Finance Controller and Finance Director

Technical Competencies

• SAP and other relevant software applications
• Administration /clerical skills
• Knowledge of basic procurement function
• Understanding legal Invoice/Tax invoice requirements
• Understanding and preparing reconciliations
• Able to work with Foreign Currencies
• Financial Acumen: Basic understanding of financial principles

Behavioral Competencies

• Customer Focus: Building strong customer relationships and delivering customer centric solutions. Tact, judgment and discretion in handling internal and external contacts.
• Strong attention to detail: Effective in planning, prioritizing and executing tasks in a timely manner.
• Results: Quick delivery of results within a limited timeframe. Should be comfortable taking the initiative when faced with administrative decisions.
• Ensure accountability: Holding self and other accountable to meet commitments
• Collaborates: Building Partnerships and relationships within the business
• Confidentiality and Integrity: Maintain the highest standards of confidentiality and integrity, ensuring all sensitive information is handled with discretion and professionalism.

Job Holder Requirements

• Tertiary qualification in Finance
• 2 – 3 years’ experience in Finance and administration
• Proficiency in MS Office (Word, PowerPoint, Advanced Excel and Outlook)
• Process requisitions
• Travel and conference support