Finance Administrator - Johannesburg 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

• Generate EFT payment batches on the Nedbank Electronic banking system and ensure that daily cut off procedures are adhered to.
• All new payment/supplier beneficiaries must be approved by the accountant and the new supplier details filed alphabetically by month.
• A printout of the EFT payment batch must be attached to the relevant supporting documentation.
• All payment batches must be submitted through to the accountant for approval to verify the completeness and accuracy of the payment details.
• Once approved, the payment batch will be posted on the banking system.
• The payment batch must be released by 2 authorised company officials in terms of the bank mandate and delegated level of authority.

Document management & filing

• Attach a copy of the remittance advice to the supporting documentation and stamp all documentation “Paid” to avoid resubmission.
• File all EFT payment documents in the payment files in numerical sequence and by project daily.
• Forward a copy of the remittance advice to the respective supplier as proof of payment.  

Supplier Reconciliation

• Obtain supplier statements monthly.
• Develop a supplier reconciliation template and constantly improve.
• Ensure that reconciliations are done monthly 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, 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 / DCFO and 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.

Other

• Assist the bookkeeper and accountant with any adhoc queries / cost recoveries.

Any other tasks as agreed with line manager.

Minimum qualifications and experience:

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

Skills, competencies, and attributes:

• Have good attention to detail.
• Deadline driven.
• Ability to work under pressure with good time management.
• Proficiency in Excel, Word and Pastel Evolution

Closing Date 28 July 2023