Administrator: Projects Finance (Midrand) at Construction Education & Training Authority (CETA)

JOB PURPOSE AND PROFILE

To provide administrative and financial support to the Project Finance Unit to ensure the effective and efficient running of the office, provide superior service and to support the CETA in the execution of the overall strategy.

RESPONSIBILITIES:

• General administrative support to the relevant Project Finance Office 
• Maintaining project documentation records, including project and consultants’ contracts.
• Maintaining a schedule of internal and external reporting deadlines, and ensuring that the reporting requirements of project related contracts are fulfilled in a timely manner,
• Support the preparation and implementation of project evaluations and audits.
• Respond to routine queries and escalate higher-level requests to the relevant staff in the business unit as required.
• Prepare non-routine and routine correspondence and proofread relevant documents before circulation.
• Assist in the completion and accurate processing of valid and authorised project related invoices taking into account payment terms, discounts and credit notes.
• Assist in performing three-way matching between invoice, project register and project reports before submission for payment.
• Assist with the review of all submitted project invoices for correctness and queries and forward queries to the relevant party to resolve and resubmit when necessary.
• Assist in the effective and efficient management of document flows and the retrieving and archiving of information in a confidential manner.
• Assist in the preparation of the project finance relevant reports for review and submission to the Officer: Projects Finance.
• Assist in the capturing of relevant information and maintaining the database for the business unit, ensuring data integrity.
• Assist in the coordination and verification of relevant invoices and supporting documents from the business units.
• Maintaining schedules and details of project financial transfers and other project related payments required and their due dates.
• Ensuring that suppliers are informed of any changes to service agreements and payment options.
• Coordinate and provide administrative duties in the business unit such as, receiving telephone calls, correspondence and emails and flagging them as required.
• Work with the Officer: Projects Finance to prioritise an agenda and focus on the most important issues and opportunities within the business unit.
• Develop, maintain and update the business unit’s annual meetings planner.
• Coordinate the business unit’s meetings and preparation and ensure that all invitations, logistics, minutes and relevant agendas and material are provided.
• Order, receive, verify, store and maintain an accurate inventory of office supplies as required.
• Compliance with Performance Management Policy
• Attendance to development workshops and interventions as per agreed Personal Development Plan (PDP).
• Contribute to the financial sustainability of CETA by ensure no wasteful and fruitless expenditures are incurred in area of responsibility.
• Ensure that is assisting the business unit to operate within the allocated operational budgets.
• Live and demonstrate exemplary behaviours driven and anchored on / by CETA values.
• Ensure that on-the-job training, learning, and development is taking place.
• Share and play an effective role in ensuring that teams assist in achieving of strategic goals and mandate of the CETA.
• Supervise, empower, coach and /mentor interns that are assigned to the business unit.
• Contribute to the review and update of the CETA policies and procedures.
• Ensure all work performed is backed-up regularly as per ICT polices onto the CETA electronic servers.
• Apply / implement and undertake all activities and duties in line with policies, procedures and relevant laws and regulations applicable to the task at hand.
• Attend risk, compliance, ethics and fraud prevention updates meetings, trainings and workshops as scheduled by CETA.
• Contribute to the risk maturity levels at the CETA.
• Follow protocols and report suspicious activities, corrupt or fraudulent activities that one is aware of; onto the CETA whistle blowing and fraud prevention hotline.
• Ensure that all relevant CETA registers, reconciliations and regulatory reports are compiled and submitted on time.
• Attend and address all stakeholder queries timeously and effectively.
• Prepare internal reports with relevant and required data for special project meetings.
• Perform all duties and responsibilities in line with applicable Acts, Regulations and per CETA relevant policies and procedures.

Requirements

DESIRED SKILLS, EXPERIENCE AND COMPETENCIES

• A highest qualification in finance or related field
• Relevant experience in financial administrative position
• Demonstrable experience in financial administration
• Sound knowledge of Accounting Principles
• Demonstrable experience in MS Office (MS Word, MS Projects, MS Excel, PowerPoint & Outlook).