Office and Finance Clerk (IT) at Senwes

Job Description

• Senwes is seeking the services of an Office and Finance Clerk (IT) to provide administrative, IT financial support to ensure efficient office operations, accurate financial recordkeeping, and smooth delivery of IT-related services. This role acts as a link between IT, Finance, and Office Administration functions.

Executive Assistance

• Handle incoming and outgoing communications, including emails, calls, and letters, ensuring prompt and professional responses.
• Maintain and organise files, reports, and documentation, ensuring accessibility and confidentiality as needed.
• Arrange travel itineraries, accommodations, and logistics for the IT executive as required.
• Monitor and restock office supplies, equipment, and manage procurement processes.
• Provide support to the direct line manager or IT executive as required, including any ad hoc tasks or specific administrative needs.
• Manage calendars and meeting rooms, schedule meetings, and coordinate appointments for the IT executive.
• Prepare agendas, presentations, and required materials for meetings attended by the IT

Financial support

• Generate and process purchase orders accurately and timely, ensuring adherence to budgetary constraints and procurement policies.
• Ensure correct and accurate capturing of financial data on the SAP system.
• Manage incoming invoices, verify details, and coordinate with the finance department for timely payments to vendors and service providers.
• Administer IT change notes, including documenting, updating and maintaining records of all approved changes in accordance with change management process.
• Manage petty cash transactions in line with company policy, ensuring accurate recording and reconciliation.
• Coordinate and process travel arrangements, including flight bookings, car rentals, and accommodation reservations, for IT staff and stakeholders in line with company policy.

Administrative Support

• Oversee and manage the vendor creation process within IT to ensure timeously setup of new vendors in compliance with company policies.
• Administer the Seeclear platform, including configuration, user management, performance, and troubleshooting.
• Provide administrative support to IT Technicians, including scheduling, task coordination, and documentation.
• Create and manage IT work orders, ensuring proper tracking, follow-up, and closure.
• Support ad-hoc IT tasks and projects as required by management, ensuring flexibility and
• Maintain IT asset and inventory records. 

Process Improvement and Compliance

• Ensure adherence to company policies, procedures, and regulatory requirements in financial and administrative tasks
• Maintain records and documentation for audits, compliance checks, and regulatory requirements.
• Perform regular checks to ensure accuracy and quality in financial and administrative tasks.

Communication and Coordination

• Act as a point of contact between the IT department and other departments for administrative matters.
• Disseminate relevant information and communications within the IT department, ensuring clarity and consistency.
• Communicate with vendors and suppliers regarding orders, deliveries, and invoicing.
• Arrange and coordinate departmental meetings, ensuring smooth communication and logistics.

Job Requirements

• Qualifications: 1-2 years of experience in financial administration, office management related role.
• Requirements (South Africa): National Senior Certificate. Basic understanding of financial regulations and compliance standards. Proficiency in office software and accounting systems.