Officer: Finance Administrator (post level 11/10) Job ID: 5747 at University of the Free State

Please ensure that all relevant documentation is attached to your application. 

• A detailed curriculum vitae and cover letter. 
• Copies of qualifications (please provide the SAQA accreditation in the case of foreign qualifications).
• A copy of your identity document (ID or passport in the case of foreign nationals).
• Proof of registration with a Professional Body (if applicable).
• A copy of your driver’s license (if applicable).
• Confirmation of employment from current employer / last employer if unemployed (only applicable to external applicants).

Duties and responsibilities:

• Ensure that encumbrances are correctly provided for budgeting purposes.
• Ensure that correct budget allocations are made and to escalate concerns to the Senior Director: Protection Services.
• Develop and implement systems to ensure compliance with UFS financial polies and procedures.
• Ensure correct invoicing for goods and services rendered.
• Attend to discrepancies and queries on entities in real time.
• Compile and present monthly, quarterly and annual expenditure reports for Protection Services.
• Create and close purchase orders as and when needed.
• Create requisitions.
• Create and implement interdepartmental debtor management system.
• Follow up on payments for Protection Services rendered to other departments.
• Ensure that payments for services rendered are made in the correct entities.
• Ensure that monthly billing and invoicing is in line with contract stipulations before payments are affected.
• Ensure that services are provided as per the service level agreement.
• Keep record of the expiry dates of contracts and escalate to the relevant contract manager as required.
• Liaise with Procurement regarding the advertising of new contracts.
• Liaise with Finances regarding service providers’ financial queries.
• Keep record of invoices submitted for payment by service providers.
• Ensure that credit notes are issued as and when needed.
• Ensure that the asset register is updated and in order.
• Keep track of the procurement, marking and movement of assets.
• Ensure that the depreciation of departmental assets is done in accordance with the Finance policies
• Conduct regular asset audits and escalate concerns identified.
• Initiate a process for the disposal of assets that have reached their lifespan.
• Ensure that the asset register is accurate and be the point of contact for Asset management within the Finance department.
• Check the finances in relation to discs sold per staff member in the Traffic Section per month and ensure that the financial books are balanced.
• Audit the petty cash monthly.
• Audit the traffic fine books – ensure that the tickets issued per Traffic Officer / Warden is in line with functions.
• Audit the payment of traffic fines and generate a report per month.
• Audit all financial transactions captured by the Department.
• Manage the records of lost and found items and the selling of these items.
• Purchase and distribution of uniforms.
• Attend to insurance-related queries within Protection Services.
• Attend all relevant meetings.
• Create internal job requests.

Inherent requirements:

• Bachelor’s degree or an Advanced Diploma/B.Tech degree on NQF level 7 or a 3-year National Diploma on NQF level 6 in Financial Management or Accounting.
• A minimum of two (2) years relevant work experience relating to the duties and responsibilities.
• A valid driver’s license.
• Computer Literacy

Recommendations:

• Experience in the higher education sector.
• Registration with a professional body.