Senior Administrator: Finance Project Administrator at Absa South Africa

Job Summary

• The role will support internal stakeholders in Finance Management and Risk across the project management office and the successful applicant will be expected to provide analytic and financial administrative support. Stakeholder engagement, prioritization, a sound financial administration understanding and the ability to meet deadlines are key success factors. Key stakeholders are Finance Management PMO (Portfolio Management Office), project teams and Group Centre Finance Management.

Job Description

• The key accountabilities of the role include financial forecasting; budget and actuals review, including reconciliations; preparation of journals; reporting and stakeholder engagement.

Accountability: Forecasting, Budgeting and Financial Reporting

Finance Management Support

• Respond to project and PMO queries on billing, metrics, reporting and other data requirements.
• Understand the deliverables of internal and external Portfolio Management Office (PMO) Stakeholders and contribute to success through cooperative and shared networking.
• Assist Project Managers in maintaining, scrutinising and reporting on all Financial Management transactions to effectively manage project finances (Open Commitments, Actuals Tracking).
• Prepare Monthly reporting of Financial and Non-Financial results, including financial project forecasts, to FM PMO and Project Managers including comparisons to budget, committed and actual spend to make sure that the Project Managers are empowered to make decision in line with their respective budget and current spend trends.
• Escalate Financial issues timeously ensuring that payments reflect on SAP and commitments reflect for new contractors.
• Assist in managing closure of purchase orders timeously when funds are depleted or when a contract has come to an end.
• Ensure that all expenses are authorised by the appropriate people and are submitted for payments.
• Assist with FMR change transactions, monthly journals, project financial closures and year end accruals.
• Execute finance activities required within the portfolio to ensure adherence to sound financial management and accounting practices.
• Presentation of Financial information to the FM PMO for consideration, including consolidated portfolio summary, and Finance monthly reports. Where required, presentation of these results to the Head of PMO and COO.

Accountability: Financial Governance and Control 

• Ensuring that the expenditure is allocated to the right GL accounts, correct cost centres/Project codes, supporting documents attached.
• Prepare, submit, and follow up on all Journals (e.g., Re-allocation to the right GL accounts, Budgets Movements / cost centre/project codes) in accordance with the relevant Group Journal Policy, check that all Journals have valid supporting documents (e.g., valid invoices, GL printouts etc.) and are properly mandated and completed.
• Constantly maintain the internal control processes to improve performance and accuracy of reporting by ensuring adherence to the specific timelines, checklists, and internal procedures.
• Consult with relevant parties to correct data on the required systems (SAP, Planex).
• Provide detailed monthly commentary on the variances against budget and forecast for inclusion in project reviews and governance forums.
• Conduct integrity checks on all extracted data to ensure correct data is incorporated into the reports.
• Escalate issues identified to the relevant owner and work with them to improve data quality and definitions.
• Escalate long outstanding data integrity issues to management levels for resolution.
• Perform quality control on reports generated.

Accountability: Stakeholder Engagement/Partnering

• Build and maintain relationships with relevant stakeholders (Project Managers, PMO, Business Managers, colleagues and stakeholders).
• Provide tactical advice based on trend analysis conducted on functional performance as evidenced by data.
• Identify possible process failures and short comings.
• Role/Person Specification

Education and Experience

• National Diploma/Advanced Certificate: Business, Commerce, Management Studies or equivalent
• 2-3 years experience in a similar role

Knowledge and Skills

• Strong data analytics skills
• Proficient in MS Office, namely Excel and PowerPoint
• Project administration skills
• Quantitative and analytical approach
• Problem-solving skills
• Strong time management and ability to work under pressurised timeframes
• Exceptional interpersonal and team-working skills and the ability to communicate and engage across different stakeholder levels and across different teams
• Performance orientated and client service driven
• Strong communication, report writing and presentation skills

Competencies

• Analysis skills;
• Judgment / decision making – demonstrates logic, rationality and objectivity in decision making whilst balancing speed vs. thorough approach;
• Integrity – consistent, earns trust, fights fair, uses the facts;
• Team player – approachable, establishes collaborative relationships;
• Oral and Written Communications - fluency, clarity, precise, well organised communications;
• Adaptability – adapts to change, adjusts quickly to change, and copes with complexity
• Resilience - Coping with pressure and setbacks
• Planning and organising
• Presenting and communicating information
• Relating and networking