IT Project Office & Finance Controller at RCL Foods

• This individual will need to support the Vector IT Executive and Application Managers in providing Control over the Information Technology (IT) Project Office & Finance functions in the: Control & administration and processing of Project and IT related payments, ensuring that all costs are appropriately approved, allocated and accounted for in the appropriate accounting period. Monitoring, control and analysis of expenditure against approved IT and Project Operational and Capital budgets to determine variances and reasons thereof.
• The encumbent will assume full responsibility for coordinating the submission of IT Suppliers billing, ensuring accuracy of billing against what was agreed contractually and tracking actuals to budget by supplier, highlighting and explaining variances.  The role will take full responsibility for formulating a strategic and operational IT contract register, playing a pivotal role in triggering the contract renewal process. Monitor and control the standardisation of ways of working across IT Projects, project management software, project office templates, and governance of the IT Project portfolio. Monitoring and reporting on the compliance of Vector projects to the project lifecycle methodology and governance requirements.

Minimum Requirements    
Minimum Requirements:

• Finance and/or Administration related qualification (B.Com or similar).
• Project management and governance principles, qualification advantageous.
• Minimum of 3 years’ experience within the relevant business function.
• Valid Code EB drivers' license.
• SAP FI experience is required.

Technical Expertise:

• Excellent understanding of finance and accounting principles.
• Comprehensive knowledge of project management and governance principles.
• Proficiency in Microsoft Excel, Word and Project, PowerPoint.
• Must have SAP FI experience to process the required journals and run SAP reports to extract the required information for reporting on the IT finances as described in the JD.

Duties & Responsibilities  
Finance Administration & Control:

• Serve as the Vector IT Finance Controller who will take responsibility for running the Vector IT budgeting process and collating the annual Capex and Opex Budgets.
• Reporting and on the status of the Capex & Opex plan vs actuals and YoY comparisons monthly to ensure variances are highlighted to management.
• Be the key point of contact and liaison for IT and Project related vendors.
• Maintenance of invoice schedule for all IT and Project related invoices/quotations received.
• Review of invoices/quotations against Vendor contracts and agreements to ensure adherence to agreed terms and conditions.
• Initiate, manage, and track the approval of IT and Project related invoices and quotations as per the Vector Levels of Authority.
• Processing of operational expenditure invoices and quotations on Vector SAP system ensuring correct allocation of costs to appropriate cost centres and general ledger accounts.
• Facilitate the completion of required Capital Expenditure Applications, in conjunction with Vector IT Application and Project Managers, for Capital related expenditure.
• Liaise with Vector Finance team to ensure payment of Vendor as per agreed payment terms and conditions.
• Review of IT and Project related Cost Centres and General Ledger accounts to ensure correct allocation of costs prior to the closing of the monthly financial period.
• Preparation and processing of required SAP Financial journals to ensure that correct allocation of costs.
• Identification and processing of required financial provisions to be raised and reversed to ensure the accurate accounting of expenditure in the appropriate accounting period.
• Monthly reconciliation and analysis of IT Accrual Account to determine accruals surplus/deficits and reasons thereof.
• Compilation and distribution of required month end financial reporting for the IT Executive.

Budget Analysis and Review:

• Assist IT Executive with compilation of annual IT and Project Operational and Capital Expenditure budgets.
• Review monthly expenditure against budgets/ plan to identify any material variances.
• Liaise with relevant budget owners to investigate and determine reasons for expenditure budget variances.

Project Governance:

• Serve as the project office controller providing direction to the IT teams on the Vector standards and defined project methodology.
• Serve as the central point of contact for the receipt of new project requests and maintenance of project information on the Vector Project Portfolio system.
• Review of project request information to determine any gaps in information required to log the request and liaise with necessary stakeholders to address.
• Register the project on the Vector Project Portfolio system ensuring compliance with approved project naming standards.
• Track and report on compliance of Vector projects to the project governance requirements as defined by the Project Governance Framework and Policies.
• Preparation and publishing of Project Governance dashboard to required stakeholders.
• Liaise with required Project Managers to address and remediate governance gaps.
• Manage the Vector IT Project portfolio.

Document Management:

• Ensure that all required finance documentation (invoices, quotes, schedules, etc) are appropriately uploaded to the Vector Knowledge repository as per agreed guidelines and conventions (SharePoint).
• Assist project teams and Vector IT team with the uploading of required documentation to the Vector Knowledge repository as per agreed guidelines and conventions.
• Responsible for structure and guidance of the IT team and help with the creation of Project sites on the Vector Intranet for the storage of project related documentation, as per the agreed guidelines and conventions.
• Take responsibility for the IT ways of working and structure of the IT Team site to ensure a central repository of all IT documentation to ensure sustainability.

IT Executive Support:

• Assist IT Executive with the compilation of required management reports for presentation at Management and Executive forums.
• Tracking of compliance to IT and Project timesheet recording process and communication of non-compliance to appropriate Managers for corrective action.
• Compilation, analyse and distribution of timesheet reporting, highlighting planned vs actual time variances for explanations and corrective actions.
• Assist the IT Executive with IT Statutory Audit readiness activities as required.
• Provide administrative support to IT & project managers as directed by IT Executive.
• Support the IT Executive with the co-ordination and facilitation of IT meetings, events, and team activities to ensure the functions are run in a professional manner and all administrative functions have been thought through and catered for through the planning and execution thereof.

Closing Date    
2023/06/09