Office Assistant at Finbond Mutual Bank

Purpose of the role:

The employee shall, at all times, perform his/her duties in a diligent, satisfactory and responsible manner ensuring that the interests of the company are protected and ensuring that the good name and standing of the company be maintained. The employee will report to the IT Department Head, or such other person as may be designated from time to time.

Day to Day:

• Check Calls on Manage Engine (E.g. Asset Transfers, Cashbox purchases, Asset Card purchases, PO purchases)
• Check POPs on Manage Engine and load any outstanding payments onto Fraxion.
• Update IT payment sheet accordingly.
• Update IT Asset input sheet accordingly.
• Save and name all invoices with the correct PO number and invoice number.
• Uploading Fraxion payments
• Do Asset transfers on Asset Register.
• Once Asset transfers are done on the Asset register and relevant info is sent to the Techs, Submit for Approval and put ME call on Await Approval.
• Other Administrate duties required.
• Manage ad hoc duties - The employee will be required to perform other duties not listed in the Job Description, but which fall reasonably within the ambit of the Job Description or reasonably within the area of responsibility of the appointed post, when required to do so. The fact that the required duty is not listed in the Job Description may not be construed as reasonable ground for a refusal to execute the required function.

Weekly:

• Get POPs (Proof of Payment)
• Update POPs from invoice received to payment done.
• Make sure all outstanding payments are done when the weekly report is sent out.
• Check on all Await Approval calls and when approval is done, put on Update Assets.

Monthly:

• Prep Asset register for Submission.
• Remind all IT Technicians of the submissions of their expense sheets and logbooks.
• Ensure the IT Asset Input sheet is ready for submission on the 5th of each month.
• Close all Updated Assets calls once the Assets register has been submitted.
• When the new Asset register is sent back, copy the new register into the Updated List to Finance sheet to cross reference and double check all transfers and scrapings were done correctly.
• Bi-annually (Every 3 months):
• Check Branch Asset Register
• Compare Check Sheet with Asset Register and if any discrepancies are found, correct, and resolve them.
• Follow up with Branch, AMs and IT technicians regarding transfers that weren't logged.
• Update Branch sheet as Check sheets is being done.

Qualifications:

• Matric.

Experience:

• Prior experience will be an advantage in administration.

Knowledge and Skills:

• Strong verbal skills.
• Strong writing skills.
• Able to work in a team.
• Able to work under pressure.
• Must be computer literate.

Additional Requirements:

• Clear criminal record