Finance Administrator at Anova Health Institute

Key Duties and Responsibilities

Document Management

• Receive payment request documentation from the projects.
• Review the documentation to validate the accuracy and completeness of the supporting documentation and to ensure compliant in terms of Anova’s financial standard operating procedures and donor requirements.
• Corrective action to be taken in the event of non-compliance.
• Capture the purchase order and insert the reference number onto the supporting documentation.
• Ensure that all payment documents are submitted within the required deadlines to the respective bank signatories for approval.

Data Capturing

• Generate an AP (Accounts Payable) batch within the accounting system.
• Capture the supplier invoice/s against the relevant supplier code and allocate the expense to the respective project code and line item, through purchase order.
• Forward the documentation to the Bookkeeper to confirm and post the purchase order/ AP batch into the accounting system within the correct accounting period.

Process Payments

• Forward a copy of the remittance advice to the respective supplier as proof of payment.

Compliance

• Ensure that compliance deadlines are met within the given time frame.
• All non-compliant issues as well as documents not on file needs to be addressed and cleared.
• Take a proactive step in ensuring that checks are done before submitting payments to accountant, e.g. invoices are signed; originals are attached, invoice must have both Vat numbers; authorised signatories did sign off on payments.
• Administrators needs to familiarize themselves with ALL finance policies and procedures (such as: procurement, petty cash; payment process, etc.)

Supplier Reconciliation

• Obtain supplier statements on a monthly basis.
• Develop a supplier reconciliation template and constantly improve.
• Ensure that reconciliations are done on a monthly basis and forwarded to accountant for review and signed off by both accountant and financial manager
• Corrective action to be taken in the event of non-compliance.
• Crucial to submit within the given deadlines

Debit orders reconciliation process

• Follow up with relevant bookkeeper, in order to obtain the invoices and prepare relevant documentation.
• Ensure that debit order requests for payments as well as purchase orders are created and signed off by the Project Managers / CFO, for all projects.

Cash management

• Notify the Accountant when funding is low.

Payment recovery process

• Prepare the purchase order, forward to bookkeepers for posting and follow the payment process.
• Assist bookkeepers with the account payable/ accounts receivable reconciliations.

Adhoc

• Assist the bookkeeper and accountant with any adhoc queries / cost recoveries
• Ensure accounts receivable and payables are cleaned up and corrections are done
• Work ethic important ( working hours ; punctuality; noise levels; dress code; clean desk policy; leave policy need to be adhered to)

Minimum Qualifications, Experience and Skills Required

• Diploma in Accounting
• 3 years’ financial administrative experience
• Experience of the Nedbank Electronic banking system.
• Pastel Evolution experience.