Financial Processing and Business Partner Registration at GIZ South Africa, Lesotho & eSwatini

• GIZ is seeking a Finance Specialist: Financial Processing and Business Partner Registration to support accurate, compliant and timely financial processing of incoming invoices and documentation for contracts, procurement of goods and services, logistics and events, as well as business partner registration management.
• This position is based at the GIZ South Africa, Lesotho and Eswatini Country Office in Hatfield, Pretoria.

What You Need to Succeed - Minimum Requirements
You must have:

• A University degree in a relevant specialisation, specifically Accounting and Auditing
• At least 5 years or more relevant working experience in comparable positions
• Strong experience in invoice management and audit
• Experience with an international donor agency
• In-depth knowledge of:
• Debtor accounting
• Creditor accounting
• Accounting software
• Advanced working knowledge of ICT tools and ERP systems
• Willingness to try something new in terms of digitalisation
• Ability to deliver on time and respect deadlines
• Strong time management, prioritisation and workflow management capabilities
• Ability to handle data and information confidentially
• Very good communication and writing skills
• Very good knowledge of the English language
• A proactive attitude towards personnel and institutional changes
• Strong teamwork skills
• Strong intercultural skills and the ability to work in a diverse team
• A results-orientated, innovative and independent working style
• Willingness to update skills as required by the tasks to be performed

Desirable / Advantageous

• Qualifications in Business Administration, equivalent to a BA or MBA
• Knowledge of German
• Knowledge of GIZ Accounting and Finance processes and rules

What You Will Be Doing: 

• Financial Processing and Invoice Management
• Conducting financial checks and processing invoices for:
• Services
• Consultants
• Logistics contracts
• Procurement of goods
• Events
• Travel-related documentation

Checking accountability documents and vouchers submitted for:

• Grant Agreements
• Financing Agreements
• Local Contribution Contracts

Ensuring the material correctness of each invoice according to the relevant:

• Contract
• Procurement file
• Event file
• Ticket file
• Travel file
• Ensuring that all documents required to support invoice payments are provided
• Preparing proper invoice reconciliations according to the relevant contract
• Ensuring that prepayments are correctly linked and settled
• Maintaining SAP data relating to invoice checks
• Obtaining confirmation of performance from the relevant responsible officer
• Obtaining payment approvals in line with internal signatory requirements, where not directly provided in SAP
• Ensuring correct VAT charges
• Ensuring complete financial contract files and uploads
• Managing invoice-check registration and booking confirmation in SAP

Business Partner Registration - you will be responsible for:

• Registering and maintaining SAP business partner master records
• Maintaining vendor master data and business partner records
• Ensuring accuracy of:
• Bank details
• Tax information
• Payment terms
• Business partner records
• Conducting business partner verification
• Ensuring appropriate business partner screening to protect GIZ against financial, reputational and legal risks
• Checking the integrity, compliance, economic suitability and professional suitability of business partners
• Ensuring that business partner data is accurate and up to date to prevent payment errors and compliance risks
• Verifying vendor compliance with tax regulations and internal policies before transactions are processed
• Sending out invitations for business partner registration
• Creating business partner records for contractors

Financial Administration, Compliance and Process Support

• Ensure financial administration functions are carried out in accordance with GIZ standard procedures
• Coordinate effectively with the finance team and the Commercial Affairs Department at GIZ Head Office
• Act as an intermediary between business partners and GIZ regarding financial contract implementation
• Provide effective services to GIZ clusters, projects, units, Head Office, business partners and counterparts
• Perform tasks independently and in compliance with GIZ processes and rules
• Support financial planning, monitoring and accounting
• Provide advisory services to projects, business partners and counterparts
• Provide effective support to internal and external stakeholders regarding GIZ rules and regulations
• Contribute to the development and implementation of department processes
• Identify relevant administration issues and formulate implementation-oriented solutions
• Support the further development of templates and instruments that introduce innovation and change
• Manage knowledge by documenting and sharing know-how and learnings
• Resolve issues within the area of responsibility and escalate more complex matters where required

General Duties

• Report problems with financial administration and compliance without delay
• Remain open to job rotation of tasks and responsibilities within the Finance Unit
• Develop processes in line with organisational development priorities
• Improve processes, checklists and templates in line with GIZ rules and regulations
• Champion digital transformation and the implementation of new systems and tools
• Ensure professional and proactive communication with all stakeholders
• Coordinate and conduct training sessions on behalf of the Unit
• Contribute to accurate and timely quarterly KPI reporting
• Use risk management approaches to support business continuity planning
• Prepare in advance for scheduled Country Office internal controls and audits
• Deputise for other Finance Specialists when required
• Perform other duties and tasks at the request of management