Administrator - Capex and Opex Technology Information at MTN

Mission/ Core purpose of the Job: 

• To perform financial administration for the Technology Center of Excellence (TCOE) Department which includes the processing of Enterprise Business Unit CAPEX and OPEX requisitions in line with CAPEX and OPEX governance procedures within approved budgets for MTN SA.

Context:

• MTN Governance and Policy (which includes the South African Accounting principles)
• MTN Project support
• MTN fixed asset registers procedures and systems
• Financial monthly, annual and audit deadlines
• CAPEX and OPEX governance
• Approved CAPEX  and OPEX budgets

RESPONSIBILITIES

Key Performance Areas: Core, essential responsibilities / outputs of the position (KPA's)

Task Complexity: 

Financial System  Management

• Assist with accurate forecasting and monitoring of OPEX & CAPEX budgets
• Compile requisitions from inception through to Purchase Order (PO)
• Setting up and updating of a requisition tracking system
• Process invoices against PO’s, follow up until PO’s paid in full and invoices capitalised.
• Perform budget control: CPB’s vs. budget spent, requisitions vs. budget spent, analyse payables report monthly
• Responsible for all administrative financial functions for the transmission department
• Continuously strive to identify and eliminate non-contributory expenditure
• Prepare detailed implementation documentation and filing of financial and administrative documents
• Co-operate with and support of other network group departments at all levels
• Interface with other areas within MTN Network Group outside of the TCOE department and outside MTN, as required for successful planning and implementation

Requisition Processing and Invoicing

• Requisition requests are received via facts report from Remedy and manual submissions via budget holder / regions / engineers
• Check budget availability and ensure that the correct budget holder has approved the purchase before requisition is captured
• Capture CAPEX and OPEX requisitions onto Oracle once all relevant information has been received
• Ensure that requisitions comply with the CAPEX and OPEX governance procedure. (Authorization, business plan, business case, CPB, quotes, tender approval, budget availability)
• Ensure that the information on requisitions is accurate and correct e.g. asset category,      wbs budget codes, Coacam code, location, project, CPB number, OPEX cost centre and Account, correct supplier and that assets are split into the correct components
• Monitor  completed requisitions until a purchase orders has been generated to ensure timely issue of Purchase Orders
• Receive invoices from suppliers, check invoices value to receive and if there is a variance notify all relevant stakeholders
• Create a schedule of the invoices to be paid with the value, obtain budget holder sign off and forward to Finance Department for payment.
• Attend meetings to resolve supplier issues on invoicing

Reporting

• Produce/compile daily/weekly/monthly reports relating to Requisitions/Purchase Orders processed as requested by line manager and senior project accountant
• Prepare ad hoc reports 
• File and store all reports

Query Resolution

• Respond to all CAPEX and OPEX related queries received
• Investigate and find practical solutions to queries 
• Respond to queries timeously (24 hours)
• Escalate unresolved queries within 24 hours
• Assist Project  Accountant with ad hoc tasks & projects
•  Assist in resolving programme/project bottlenecks and cross-departmental issues
•  Provide suggestions and recommendations for process improvement within projects

Role Complexity: 

• Liaise with CAPEX and OPEX budget holders as and when required
• Ensuring accuracy of all information captured and supplied
• Time and task management 
• Operating in a environment with strict accounting requirements, regulatory controls, corporate governance and policies, procedures and processes
• Work is procedural / serial in nature with predetermined outcomes

Lateral Dimensions: These indicate the areas where the individuals could contribute uniquely in addition to the indicated duties, as well as how they could be affected by others or circumstances not necessarily under their control.

Creativities (improvement/innovation inherent) 

• Continuously strive to make financial savings by driving improvements to methods and processes to increase productivity, at the same time maintaining strict quality levels. 

Vulnerabilities (control span) 

• Non-adherence to governance and operational processes
• Misappropriation of CAPEX funds/budget
•  Inaccurate reporting
• Incorrect procedures implemented
• Incomplete and incorrect documentation received or missing documentation
• Systems failures
• Multiple deadlines/high volumes to be processed could result in errors
• Capture information incorrectly

Collaboration: Refers to formal and informal relationships

Responsibility towards: 

• Direct reports, - Senior Programme  Manager
• Matrix reports, - Project Accountant - TCOE
• Key customers, - Receipting, Reciving, Payables, Procurement, Finance and all other outside suppliers and Project Accountants
• Key suppliers, - Internal departments (, Finance, Receipting, Payables, Procurement, Enterprise Business Unit); External service providers, equipment suppliers & various other external sub-contractors, CAPEX and OPEX Budget Holders 
• Other relations, - none

Discretionary Space: The degree to which individuals are allowed to exercise independent thought and judgment.

Independent thought and Judgment: 

• Adapt to changing circumstances and structures
•  Need to adhere to the delegation of authority as determined by Head of Technology Enterprise Projects
• Use own discretion when no procedures or specifications exist
•  Handling of requisition queries and queries from external suppliers
• Time management and prioritisation of work
• Work against the approved budget

Authorities:

• Approval signatory for CAPEX and OPEX expenditure within designated authority level.

QUALIFICATIONS

Minimum Requirements 

Education:

• Matric and 3 year National Diploma in accounting or equivalent 

Experience:

• Preferably 2 – 3  years in  an accounting environment ideally with telecommunications and Oracle experience., 

Training:

• Oracle Financials and iProcurement
• Oracle Projects
• Microsoft Office
• Remedy
• Discoverer

Competencies

Head - Big Picture Focus (5)

• Solution Provider - Executes task in relation to tactical plans
• Problem Solver -  Learns from others and draws on past experience to solve challenges
• Quality Enabler  -  Executes on commercial practices and identifies areas of continuous improvement

Heart – Emotionally Intelligent (15)

• Culture and Change Champion -  Role models ethical practices by living the MTN values and vital behaviours 
• Caring People Employee  - Is self-aware and takes accountability own personal development to realise full potential 
• Relationship Manager  -  Champions the MTN brand

Hands – Results Focused (60)

• Results Achiever  -  Delivers individual results and support team objective
• Operationally Astute - Organizes work to deliver on daily priorities and plans

General working conditions (e.g. shift work, drivers license, specific tools, special clothing, environmental requirements, etc.)

• Work overtime as and when required

KPA Quality Standards

• Tech COE budget control
• Tech COE financial processing 
• Monthly audit of CAPEX and OPEX  accounts
• Requisitions checked according to governance and procedure within the CAPEX and OPEX processes
• Invoices processed accurately and within stated timelines
• Timelines and accuracy of requisitions
• Accuracy of all information captured and supplied
• Successful resolution / escalation of problems that may arise
• Timeliness and accuracy of all reports
• Deadlines met
• Customer satisfaction index (CMAT targets)