Administrative Officer: IT Finance and Acquisitions - Department of Information Technology Services at University of Pretoria/Universiteit van Pretoria

JOB PURPOSE: 

• The incumbent performs financial administration for the Department of Information Technology Services. The administration includes processing and coordinating IT acquisitions, liaising with Finance and service providers, financial reporting, and capturing of IT Asset Management information.

RESPONSIBILITIES:

The successful candidates’ responsibilities will include, but are not limited to:

ITS departmental financial administration:

• Validate that requisition forms are complete and accompanied by all relevant supporting documents, and capture requisitions onto the University finance system with the required supporting documents;
• Monitor available funds before processing orders, and liaise with Finance on journals required to transfer funds or recover income;
• Comply with the proper use of procurement categories, accounts, cost centres, and projects on the financial system;
• Acquire the appropriate approval(s) for purchase orders as per UP policy and ITS standard operating procedures, and dispatch purchase orders to the relevant stakeholders;
• Compare all related financial and vendor documentation received (including but not limited to invoices, delivery notes, quotations) against the officially generated UP orders, acquire approval for payment, and submit for payment;
• Perform quality control for ITS stores invoice submission, attend to inquiries related to orders, payment, and deliveries;
• Maintain financial components of key ITS contracts, standardised financial reports for ITS on expenditure against budget, as well as forecasts on expenses;
• Execute annual roll-over of open purchase orders;
• Deliver a competent level of verbal and written communication to assist with the ITS procurement process, and to resolve matters with internal and external parties;
• Follow up with all parties to ensure timeous approvals and payment of invoices, and create physical transfer requests for IT assets onto the University finance system;

Office administration:

• Administration of the procurement cycle for all ITS divisions;
• Maintain an electronic and hard copy filing system for all UP orders processed for ITS, including financial and vendor documentation;
• Distribute documentation as required, and oversee office supply requirements and purchases;

Information security and governance:

• Collaborate in compilation, testing and execution of the Information Governance and Disaster Recovery controls for the IT Portfolio and Resource Management Team;
• Assist in the documentation of processes, procedures, policies, standards, and the application of best practices in the IT Portfolio and Resource Management Team;
• Ensure adherence to relevant legislation and UP policies, as well as compliance to information security procedures.

MINIMUM REQUIREMENTS:

• A relevant national three-year Diploma; with 
• A total of two years’ experience in: 
• Financial administration;
• Financial reporting;
• Enterprise Resource Planning Finance Systems;
• General office administration; 
• Certificate in Microsoft Excel (Advanced); 

OR

• A grade 12 certificate; with
• A total of four years’ experience in: 
• Financial administration;
• Financial reporting;
• Enterprise Resource Planning Finance Systems;
• General office administration;
• Certificate in Microsoft Excel (Advanced).

REQUIRED COMPETENCIES (SKILLS, KNOWLEDGE AND BEHAVIOURAL ATTRIBUTES):

Knowledge:

• Administrative structures and processes;
• Financial administration; 
• ERP finance;
• Technical competencies:
• Computer literacy;
• Financial reporting;

Behavioural competencies:
Ability to:

• Develop and use collaborative relationships to facilitate the accomplishment of work goals; 
• Convey information clearly and concisely to groups or individuals, either verbally or in writing, to ensure that they understand the information and the message;
• Accomplish tasks and processes accurately and completely;
• Develop and maintain strong relationships with clients or customers by listening to the client/customer and understanding and responding to identified needs;
• Identify issues, obtain relevant information, relate and compare data from different sources, and identify alternative solutions;
• Work independently but also function effectively as part of a team;
• Produce accurate work under pressure;
• Allocate resources, plan procurement, and oversee budgets and contracts to ensure fiscal stability of the organization;

Knowledge of:

• Appropriate policies and procedures for day-to-day management of the financial aspects of a specific program;
• Appropriate data collection policy and procedures, filing systems, data management systems, and programs.

ADDED ADVANTAGES AND PREFERENCES:

• Relevant Bachelor's/B.Tech Degree; with
• A total of two years’ experience in: 
• Financial administration in an Information Technology (IT) environment with exposure to IT contracts;
• Asset management;
• Certificate in procurement and supply chain management.