Financial Administrator at National Home Builders Registration Council (NHBRC)

KEY DELIVERABLES

• The Financial Administrator is responsible for management of debtors, creditors, assets and related accounting and financial tasks in their designated province.

The Individual will primarily be responsible for, but not limited to the following:

Document management (Finance Files):

• Ensure completeness of files.
• Ensure accurate filing.
• Ensure quality and maintenance of files.
• Ensure safekeeping of files.
• Send files for archiving / external storage when necessary.
• Request retrieval of files from storage when necessary.
• Ensure compliance with HCPMA,PFMA, GRAP and Treasury Regulations.
• Ensure compliance with all approved policies and procedures.
• Submit documents requested for audit.
• Respond to internal and external audit queries and findings. Liaise with legal division when necessary.
• Ascertain that the debtors’ receipts are correctly allocated and match the debtors’ receipts to the correct debtors’ invoices.

Receive sectional title financial guarantees:

• consult legal if necessary.
• Review supporting documents and compare to guarantee to verify accuracy.
• Update guarantees status on SAP. Upload the guarantees and supporting documents on SAP.
• Update the province’s financial guarantees register.
• Ensure safekeeping of the guarantees.

Cashing sectional title financial guarantees:

• Send letters of demand to the banks before the expiry of the guarantees to ensure payment is received in due time.
• Allocate the payment once received and inform the Administration Officer to print the enrolment certificates.
• Administration Officer to print the enrolment certificates.
• Prepare journal entries relating to Revenue.
• Create and issue pro-forma invoices for reprints of migration certificates, Home Builder Manuals and SANS 10400.
• Create and issue invoices for Registrations, Renewals, Enrolments, Reprints, Change of Selling Price, Home Builder Manuals and SANS 10400.
• Manually create receipts on SAP (cash deposits, EFTs and Speed points).

Manage Speedpoints:

• Post Speedpoints to the GL clearing account on SAP by withdrawing the daily banked batch total from the cash desk.
• Reconcile Speedpoint payments as banked and send recons and statements to head office.
• Safekeeping of Speedpoint machine PIN.
• Liaise with the bank in case of linking issues, errors, and malfunction of Speedpoint devices.
• Clearing of open invoices (track, verify and allocate payments or request cancellation of billings).
• Review Credit Memos and supporting documents for cancellation of billings or unapplying payments.
• Identify and correct migration errors (from Oracle/Siebel to SAP) relating to service order payment status.
• Clear unapplied receipts and credit notes.
• Handling of accounts related queries from clients and CRM, and liaising with IT as required.
• Liaise with banks regarding issues with receipts as and when required.
• Ascertain which transactions are awaiting payment verification on DS and apply the payments to the respective invoices on SAP.

Contract management:

• Keep copies of contracts on file.
• Review blanket purchase orders to ensure that the correct material codes, general ledger accounts and cost centers are used.
• Prepare a list of active contracts in the province.
• Notify the Provincial Manager of contract expiry dates to ensure timely procurement of goods / services.
• Handling of supplier invoices: Check accuracy and compliance with contracts and liaise with suppliers for relevant corrections / amendments
• Review supplier invoices and request purchase order amendments from SCM when necessary.
• Receipt supplier invoices on SAP and send approved invoices, purchase orders and receipt numbers to creditors division for processing payments.
• Handle account related queries from suppliers.
• Prepare monthly Accruals Report and send to head office.

Receive late enrolment financial guarantees:

• Check to confirm compliance and consult legal if necessary.
• Review supporting documents from technical division and compare to guarantees to verify accuracy. Update guarantees status on SAP for non-cash guarantees from financial institutions.
• Create cash guarantees on SAP, and create exempt guarantees on SAP as requested by IT.
• Amend guarantee amounts on SAP as requested by a duly authorised internal memo.
• Allocate trust account payments to the cash guarantees and send the supporting documents to head office.
• Upload the guarantees and supporting documents on SAP. Update the province’s financial guarantees register.
• Ensure safekeeping of the guarantees.
• Release late enrolment financial guarantees.
• Request the Occupation Certificate from the home builder.
• Request inspections by technical division.
• Check for complaints with complaints division before releasing the financial guarantees.
• Release the financial guarantees either through a written letter to the financial institution or through a refund.
• Provide input during the preparation of the province’s budget.
• Generate Variance Report on SAP, analyze and present it.
• Prepare journal entries relating to Expenses.
• Advise the province on queries regarding requisitions for stationery, consumables and other goods and services.

Stock Management:

• Order stock from head office and ensure safekeeping of the stock. Return damaged stock to head office and adjust stock balance accordingly.
• Issue stock and keep pro-forma invoices and proof of payments for stock issued.
• Perform monthly stock counts and do stock adjustments where necessary.
• Prepare monthly Stock Certificates and send to head office.

Manage and maintain fixed asset register:

• Perform fixed asset counts.
• Identify fixed assets to be transferred, complete the relevant form, and update the asset register.
• Identify fixed assets to be disposed, complete the relevant form, send to head office and update the asset register.
• Request asset numbers from head office when the province does requisitions for new assets.
• Ensure correct tagging of assets. Print the Fixed Asset Report from SAP and reconcile to asset count sheets.

Management and safeguarding of petty cash:

• Ensure adherence to petty cash limits per transaction.
• Facilitate approval of petty cash vouchers and petty cash recon.
• Prepare petty cash journal on SAP.
• Create petty cash invoice on SAP.
• Process transfer from the main bank account to the petty cash bank account.
• Prepare reallocation journals relating to petty cash transactions.
• Process transfers between the main bank account and the trust bank account.
• Review supporting documents i.e., letter claiming refund, proof of payment, proof of banking details and where applicable, pro- forma invoices, inspection reports, conciliation memo and legal memo.
• Process the refund on SAP.
• Complete the refund request form and send the signed form with the supporting documents to head office to pay.
• Ensure refunds are paid and send confirmation of payment to clients as requested.

MINIMUM REQUIREMENTS:

• Minimum of a National Diploma (NQF 6) in Accounting is mandatory.
• Minimum three (3) years accounting operational experience is mandatory.
• A Bachelors/BTech Degree (NQF 7) in Accounting or related field will be an added advantage.