Finance Administrator at Conservation International

• This position requires a highly detail-oriented and proactive finance professional with strong bookkeeping experience, excellent organisational skills, and the ability to work effectively with teams based in different geographic locations. The Senior Finance Administrator will also support audits, reconciliations, payment reporting, and the maintenance of audit-ready finance records, while being adaptable and willing to take on additional responsibilities in a dynamic NGO environment.

RESPONSIBILITIES

• Required to become familiar with the financial systems and controls utilized by CSA.
• Play a supporting role in the creation and approval of vendors, processing invoices, and matching payments in our finance software – Unit 4 Business World, ensure month end deadlines are met for the various offices.
• Receipt of documents for processing in various landscapes(currently in Cape Town, Johannesburg, Springbok, Matatiele, and Kruger to Canyons Biosphere).
• Review documents for all landscapes prior to processing invoices in Unit 4 Business World Accounting software, to ensure all information is supplied correctly and the procurement process is adhered to.
• Finance Administrator should be meticulous in scrutinizing payments before processing and follow up on missing documentation/queries where necessary.
• A key function in this role provides feedback and guidance to the Financial Accountants in various landscapes and the Finance Manager on any compliance issues arising.
• Create new suppliers in Business World Accounting software from Vendor Masterfile and ensure proper documentation for each new vendor or change to an existing vendor.
• Process/capture Supplier invoices and credits, upload supporting docs in Accounting software, (Accounts Payable), reference invoices when processed, and follow up on final invoices where pro-formas were issued.
• Process adjustments in the Accounts Payable module in Business World when required.
• Liaise with Managers regarding approvals of tasks.
• Prepare the Manual Pay Template in Business World once all approvals have been finalized, allocate references.
• Load new beneficiaries in the Online banking system (currently Standard Bank CATS), review and verify.
• Load payment batches and internal transfers into our online banking system, review, verify, and generate an audit report.
• Prepare weekly Excel Payment Schedule listing Supplier Invoice details.
• Update the monthly Excel payment batch.
• Prepare a PDF of full weekly Payment Pack, including Payment Schedule, Audit Report, EFT’s, Invoices, Concur (travel) reports, and other supporting docs as required.
• Submit/share PDF batch of payment documents via email (after uploading in Sharepoint Finance folder) for release in Standard Bank CATS Banking.
• Check the payment date on Bank Statement once paid, and insert references on Bank Statements.
• Forward Proof of Payments to Supplier or Employee requesting payment.
• Assist with the collation/processing of Fleet Cards and debit order entries, and support thereof.
• Assist with the monthly Accounts Payable balance sheet recon, and support thereof.
• Assist with any audit support (internal, external, project, etc.), through the extraction of samples, etc.
• Be prepared to assist with additional activities as they arise within the Finance Team, attend weekly finance meetings, assist with setting up online meetings, taking meeting notes.
• Accurate submission of the monthly timesheet.
• Assist in the maintenance of online finance files in SharePoint to ensure that they are audit-ready.
• Be prepared to take on additional activities as they arise, due to the growing nature of projects.

WORKING CONDITIONS

• Based in one of the Conservation South African offices (Cape Town, Johannesburg, Matatiele, Springbok, Mpumalanga)
• Supporting staff based in different locations.
• Experience in working in a team-based environment in different locations.

QUALIFICATIONS

Required:

• 2 to 4 years of bookkeeping/accounting experience.
• Valid driver’s license.
• Experience in MS Office programmes with good Excel knowledge.
• Ability and experience required to administer and execute financial processes and transactions.
• Good administrative and interpersonal skills, ability to be proactive and use initiative.
• Be assertive, deadline driven, able to handle pressure, and dynamic to change.
• Meticulous, attention to detail, and accurate.
• Logical thinker
• A good team player.

Preferred:

• National Diploma in Accounting or related qualification
• NGO experience in a similar role.