Finance and Administration Manager at South African Tourism

Key Outputs: 

Coordinate the management of the annual budget and supply chain process 

• Ensure that annual, quarterly, monthly budgets are compiled, submitted and managed according to Finance (Head Office) guidelines and procedures 
• Coordinate and ensure that budgets are revised according to Finance (Head Office) guidelines 
• Submit daily, monthly and quarterly budget reports to Hub Head and Head Office by deadline 
• Ensure that the Americas Hub staff follow SA Tourism supply chain management policy in executing the budget 
• Ensure diligence in SCM and Finance reporting as per internal policies and National Treasury requirements 
• Report all SCM deviations to SCM Business Partner for consolidation and submission 
• Manage bank account access (including internet access) and sign cheques when relevant 
• Ensure the Americas office is compliant with all relevant statutory requirements, for e.g. tax authority filing and other requisite compliance matters 
• Maintain a record of all financial transactions with supporting documentation for internal and external audit purposes 
• Ensure compliance to country handbooks and adhere to all statutory country laws 

 Accounting and Audit support 

• Manage the accounting system which includes capturing transactions in line with applicable accounting standard 
• Processing salaries, staff expense claims and third party pay submissions and payments 
• Tax submissions done within guidelines and deadlines set, where applicable. 
• Prepare monthly financial reconciliations for all Balance Sheet accounts including accounts payable and accounts receivable. 
• Attend to internal and external audit findings 

 Manage Office Expenditure

• Ensure that all procurement for the Americas Hub follows SA Tourism supply chain management policy 
• Ensure that payments to vendors, outsourced suppliers, business partners, etc. are processed 100% accurately and within contractual and regulatory deadlines 
• Ensure that staff salaries are paid 100% correctly, on time and the relevant documentation is processed sent to Payroll in Head Office 
• Report reasons for variances on monthly, quarterly and annual budget. 
• Process staff expense claims in line with relevant SA Tourism policies 
• Manage and reconcile petty cash 

 Supply chain, asset and contract management 

• Ensure that all subscriptions held by the Americas Hub office is managed 
• Ensure that all purchase orders are raised in compliance with the SA Tourism Supply Chain Management policy and report instances of non-compliance 
• Ensure that all demand requirements i.e. procurement plan, demand plan, operational cost & benchmark analysis, etc. and prepared and delivered as per business processes 
• Ensure that all assets are procured in compliance with the SA Tourism Supply Chain Management policy 
• Prepare an annual asset inventory report and submit to Head Americas Hub and Finance Execution Support Manager in Head Office 
• Conduct an asset count twice each financial year 
• Ensure that all office assets are in good working condition and manage the maintenance where relevant 
• Ensure that the accounting for all assets, including leased assets, is conducted in compliance with applicable accounting standards and SA Tourism capital expenditure policy 
• Ensure that stock control list of all marketing collateral is updated monthly 
• Record and file the schedule for distribution of marketing collateral 

 Human Capital Administration 

• Work closely with the Human Capital Regional Business Partner in Head Office to coordinate and facilitate the recruitment of new employees for the Americas Hub
• Ensure all employee contracts are signed, exchanged and filed 
• Manage Americas Hub staff salary payments and payroll service provider, leave applications, ordering of tickets, accommodation, restaurant, mutual payments, performance bonus payments, workers compensation insurance, other employee insurance, etc. 
• Co-ordinate staff exits in compliance with American labour law and SA Tourism policies 
• Co-ordinate the training of all staff working with the Human Capital Regional Business Partner in Head Office 
• Co-ordinate the reporting of IT-related problems with the relevant service provider to ensure that the is fully operational 
• Co-ordinate with the Business Information Systems department in Head Office on the ICT needs of the Americas Hub and the implementation of SA Tourism technology solutions in the office 
• Ensure that the operation, security and maintenance of the office facilities meet the needs of the Americas Hub and its employees 
• Ensure that the office facilities meet the American statutory requirements including environmental, health and safety standards 

 Qualifications and Experience 

• A postgraduate qualification in Accounting/Finance or Equivalent (NQF level 8 Qualification) 
• At least 3 - 5 years’ experience in financial management, in particular in the development, monitoring and reporting on the financial status of the organisation and programs in a medium to large organisation. 
• Proficiency with computerised financial systems with at least 3 years’ experience working on a recognised Financial System (SAP, Oracle, Sage or similar.) 
• Registration with a professional body (SAICA, SAIPA, CIBA, CIMA) will be an added advantage.
• Must have knowledge of and experience in applying accounting procedures and protocols in budget administration and financial forecasting, analysis and reporting. 
• Must have excellent written and oral communication, presentation and negotiation skills. 
• Must have a solid understanding and experience in managing and monitoring compliance with policies in line with relevant legislation and regulatory requirements namely PFMA, Treasury Regulations, PPPFA and Frameworks on Performance Information and Strategic Plans 
• Relevant legislation and regulatory requirements for America where the Americas Hub is operated from as well relevant legislation for South Africa. 
• Language proficiency: English 

 Knowledge and Understanding of 

• Performance monitoring, evaluation and reporting frameworks, systems and processes 
• Knowledge and understanding of financial practices and standards prescribe by regulation authorities 
• Budget and financial management experience. 
• Administrative support best practice 
• Government priorities and imperatives 
• All Public Service systems. 
• Communications and information management legislative requirements 

 Specific Requirements for the Role: 

• Ability to work remotely, when necessary, with little supervision and able to meet deadlines. 
• Ability and availability to travel to the regional hub (s) on a regular basis for ongoing controls implementation, monitoring and review. 
• Availability to work in sync with USA and Canadian working hours