Financial Administrator at National Home Builders Registration Council (NHBRC)

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.