Job Description

RESPONSIBILITIES AND DUTIES

FINANCE

Purchase orders:

• Receive request for payment from division.
• Prepare the PO and submit for approval-prepare splits where required.
• Manage supplier invoices for payment, part payment and accruals instructions and submission.
• Submit to Finance weekly for payment before deadline.
• To Manager the divisional open PO reports and liaise with Finance.
• Communication, follow-up and send POP to suppliers.

WIP:

• Obtain the signed engagement letter and client code to create an engagement code-start date/end date/billing price/employees to be added/budgets.
• Add staff to projects.
• Process WIP requirements (Provisions, write-ups/offs).
• Review and monitor WIP and highlight red flags (Duplications of accruals/costs, incorrect capture of timesheets-exceeding budgets etc.) Transfer out.
• Clean up and closing engagement codes.
• Prepare and review a monthly WIP balance report to the Directors highlighting provisions and write offs.

Billings:

• Ensure all timesheet are in for billing period.
• Run the WIP report (Billing WIP report) and set up meeting with division to discuss the billing.
• Raise invoices and attach supporting documents- Reference billing narration to LOE and billing terms.
• Review billing report and prepare NPS reports and submissions monthly.
• Create purchase orders for intercompany billings (Billing Conduits)
• Attend to Debtor queries.
• Submit invoices for Manager Review and Directors approval on the system (obtain director approval to print invoice on their behalf when not available.

ADMINISTRATION

Client Management Date:

• Check that client codes have all the required information, vat number, etc.
• Update the client information card client authorized instructions.
• Review and maintenance of customer information card in the advisory division.

Vendor Data process:

• Liaising with Vendor to complete forms
• Review and make sure all documents are complete, valid and compliant
• Upload vendor documents on SharePoint preferential procurement
• Obtain processed vendor code and send to vendor for ease of reference
• Complete client vendor forms-sourcing all documentation required and getting it signed (Ensuring all documents are valid.

Timesheets (Internal and subcontractors) staff travel:

• Timesheet Checking -check if all timesheets are captured for the month and follow up on outstanding
• Transfer o incorrect time allocating and assisting staff reverse
• Timesheet capture substitute for divisions
• Follow up on outstanding subcontractor timesheets and check for accuracy and consolidate for billing supporting documentation
• Assist with staff queries with regard to excess to engagement codes, timing of entry in line with Finance deadlines.

General queries:

• Attending to operational queries
• Attend to staff queries across the company

Personal Attributes

• Ability to work independently and be self-managed
• Have initiative
• Focused and attentive
• Professional at all times
• Friendly and helpful
• Proactive
• Excellent organizational skills
• Ability to work under pressure
• Must be a highly motivated self-starter with strong will to succeed
• Eager to learn and grow

Requirements

• Bachelor’s degree in accounting finance or a similar field.
• A minimum of 2 years’ experience as a financial administrator or similar.
• Advanced proficiency in accounting software, such as Maconomy and a greatsoft.
• In-depth knowledge of financial; controls and accounting standards.
• Extensive experience in financial reporting.
• Exceptional attention to detail.
• Superb organisational and time management abilities.
• Great collaboration and communication skills.