Finance and Ops Assistant - Cape Town Verfied

R 20000 per month Cape Town, Western Cape Cape Town, Western Cape more than 14 days ago 18-01-2019 2:13:31 PM
29-01-2019 8:25:42 AM
The Finance and Operations Assistant will work to support the Finance and Operations Manager and other members of the team as required.

CORE COMPETENCIES

• Highly organized and accountable to deadlines
• Ability to learn new accounting systems/softer flexibility to adapt – and contribute to – changing procedures and processes
• Proven track record of managing multiple project accounts successfully
• Logic and ability to work systematically – strong organization skills
• Ability to deliver multiple financial reports within the reporting season respecting all funder deadlines
• Detail-oriented strengths
• Accurate transaction recording skills
• Results oriented person capable of coordinating and executing multiple tasks
• Self-motivated person with ability to work independently and cooperatively with culturally diverse work teams
• Ability to maintain highest level of professionalism when dealing with staff, project participants and partner organizations.
• Loyal and dedicated worker with a positive and confident attitude
• Ability to make decisions and take initiative without close supervision
• Confidentiality and integrity
• Public relations skills including courteousness, tact and good verbal and written communication

Minimum criteria

• National diploma in Accounting or Finance equivalent to a minimum of Level 4 of the South African National Qualifications Framework (NQF)
• A minimum of 2 years’ experience as a Bookkeeper or Assistant Finance Officer for a civil society or non-government organisation
• Very good knowledge and understanding of accounting software, Microsoft excel, internet, email and other tools of electronic communication

ROLES & RESPONSIBILITIES

Day to Day Accounting Functions
• Manage accounts payable, accounts receivable and all aspects related to debtors: invoicing, credit notes and follow up
• Reconcile bank accounts, advances and other prepaid accounts
• Prepare monthly expense reports and requests
• All aspects related to creditors: payments and account reconciliation
• Petty cash accounts, floats, reimbursements and reconciliation thereof
• Capturing all financial transactions
• Maintenance of efficient and up-to-date records and paper trails for all expenditure including invoices and receipts relating to all SNA suppliers and vendors.
• Under direction of Finance Manager, to devise a monthly and annual cash flow projection to monitor expenditure and income and to advise and/or take corrective action where necessary to ensure that expenditure and income are consistent with cash flow projections
• Attend to all queries related to banking
• Management of all forex payments, requests and transfers

Financial Reporting
• Prepare reports as needed by management, including maintaining and reviewing partners’ financial reporting, receipts and expense reports, and disbursement database.
• Assist the Finance Manager with grant reporting/proposals, financial statements and other activities as needed
• Prepare financial reports for all donors as required within the contractual timeframes
• Keep efficient paper trails of all expenditure funded by donors (eg, flight tickets, boarding passes, hotel invoices, per diem receipts as necessary)
• Keep soft copy (e-version) and hard copy reports as submitted to Donors

Audits
• Prepare all documents necessary for auditors
• Preparing audit files for the annual audit and financial reviews

Inventories
• Keep detailed inventories of all SNA assets
• Maintenance and update of register of Fixed Assets
• Maintain and manage a suitable stock of office stationery
• Assist with general office inventory, monitoring and maintenance, filing and warranties


Prepare payments in accordance with Finance Procedures
• Collect and examine supporting documents. Ensure that documents and signatures are valid.
• Prepare payment vouchers and receipt vouchers.
• Maintain float, loan and salary advance registers.

Manage the Petty Cash
• Ensure that supporting documents/signatures are valid.
• Prepare petty cash vouchers. Be responsible for petty cash held in the office.
• Prepare petty cash form, and request additional cash as necessary.
• Carry out cash count every two weeks.


Office Operations and Logistics
• Book flights, transfers and arrange visas for staff and visitors.
• Assist the project staff in reconciliations of activities expenses
• Assist the team in the planning and implementation of projects events, including but not limited to: flights, accommodation, venue, catering, etc
• Manage office operations including service providers and logistics where necessary.
• Printing and production of materials
• Serve as liaison for vendors as required or service and payment matters
• To direct and ensure smooth operations of the office such as record keeping, functional office equipment, adequate office supplies, clean office environment
Records and Systems Maintenance
• Assist with timesheets and leave management

Other duties
• Participation in regular meetings of the Cross-regional Finance & Operations team.
• Undertake any other support duties that may be requested by the Regional Director and Finance Manager