Administrator: Finance at Mining Qualifications Authority (MQA)

Key Performance Areas

Expenditure and Payable Management: 

• Receive invoice and related supporting documents from different divisions, record these in logs and trackers. Check the invoice for validity and accuracy and verify supporting documents (contracts and purchase orders). Update Discretionary Grants (DG) contract register as and when contracts are received from LP Operations division and payments are processed. Ensure adherence to PFMA, GRAP and all applicable laws and standards. Process the invoice in the accounting system, ensure accurate GL allocations and submit to Officer Skills Development Levies for review and posting.
• Once invoices are posted, process the payment in the accounting system and ensure correct payable GL allocation and correct bank account is used and submit for approval. Timeously follow up with divisions and obtain outstanding details where required for payment processing. Submit the invoice tracker to Senior Accountants for monitoring of the 30 days payment terms as and when payments are submitted. Creation and maintenance supplier master data in the accounting system.

Cash Management: 

• Ensure payments are exported to the correct bank account. Review bank statements daily and track unpaid (bounced back payments) and address to ensure payment still within 30 days. Prepare cashbook reconciliation weekly for all transactional accounts. Follow up on any outstanding/ unreconciled items transaction required and update on next reconciliation. Ensure that banking detail for creditors are updated on an ongoing basis

General Ledger Reconciliation: 

• Assist in the preparation of general ledger accounts reconciliations and identify and recommend required amendments and corrections on a monthly basis. Prepare and submit weekly bank reconciliations to Financial Accountant for approval. Identify and recommend required amendments and corrections on a monthly basis. Prepare journals in line with policies, procedures, identified corrections and accruals. Filing of reconciliation reports in line with procedure.

General Administration: 

• Maintain accurate and complete filing processes. Provide information from records and database as required by stakeholders. Provide information requested by internal and external auditors. Follow up on outstanding auditing requests. Execute ad hoc duties and actions as required by the Manager and supervisors. Identify and communicate any potentials risks within the area of responsibility such as document handling, creditors and bank reconciliations. Resolve and follow up on queries and issues with the related stakeholders and creditors. Monitor compliance according to Policy. Distribute documents timeously for processing.

Maintain stakeholder/customer relationships:

•  Identify and list all relevant customers and stakeholders (internal and external). Proactively identify customer needs and opportunities. Exceed customer expectations by giving all the relevant information, business advice and support to external and external customers and stakeholders. Ensure sound communication with, and participation by, customers and stakeholders through regular contact in appropriate service delivery processes. Collaborate with other business units / teams to ensure a consistent approach with regards to query resolution and approach.

Key requirements: qualifications, experience, and competencies

Qualifications:

• National Senior Certificate (NSC) or National Certificate: Vocational (NCV), (NQF 4)
• National Diploma in Financial Management, Accounting, or related field at NQF Level 6
• Bachelor’s degree (NQF 7) will be an added advantage.

Experience:

• Minimum of 2 years’ work experience in financial administration, preferably within a grant management environment.