Available Roles at Phaki Personnel Management Services

JOB PURPOSE

• To ensure assets are registered and allocation of costs to assets.

Key Performance Arears

• Manage the project lifecycle in terms of periods when execution will take place.
• Ensure assets are registered and allocation of costs to assets.
• Liaison for cost control system between the company and the supplier
• Keeps overall track of costs of projects and projects activities.
• Produces reports for Projects Managers for their own cost control purposes.
• Manages cost re-allocation, incorrect bookings to ensure correct allocation of costs.
• Collaborates all project invoices so that these are correctly allocated within the project environment.
• Ensures all correct documentation for purchase orders is obtained.
• Follows through on payment of invoices.
• Direct and collate the budgeting process through effective liaison, scheduling and controlling to ensure alignment with the business and financial plan.
• Ensure and perform the timeous, relevant and integrated Management reporting through the necessary system support, target dates, process co- ordination and relevant reports within required deadline.

Required Qualifications and Experience

• Degree or Diploma in accounting
• 5+ years’ experience in a financial environment with exposure to accounts payable, ledger accounts, asset management, capitalisation of assets, operating vs capital, understanding of the difference of moving from work in progress to capital asset environment, accrual accounting.
• Experience in project management environment
• Understand computer and financial systems and capital accounting process.

Key attributes

• Exceptional ability to prepare project budget.
• Financial forecasts.
• Tax reports.
• Project management.
• Capability to prioritize tasks.

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Our Client in  Pretoria is looking to hire an Assistant Director: Administration to render administrative support within the chief directorate/ programme

Requirements 

• A tertiary qualification at NQF level 6 in Public Administration/ any other related
• 3 years working experience within administration environment with minimum 2 years as a programme coordinator.

Responsibilities 

• Coordination of budget and administration
• Facilitate inputs and finalisation of annual budgets and monthly expenditure projections.
• Process transfer payments to implementing agencies.
• Monitoring of monthly expenditure patterns and trends to budget projections.
• Interact with budget coordinators to manage expenditure / cash flow reports.

Administration and strategic support

• Coordinate and monitor the implementation of business plans of the Programme
• Coordinating inputs and alignment of APP targets, updating of risk register.
• Coordinate inputs and consolidate monthly, quarterly & annual reports.
• Maintain database of evidence reports and verify for reporting purposes.
• Drafting and editing of submissions (reports, letters, memos, responses, presentations etc.)
• Manage flow of documents.

Document’s quality Assurance

• Prepare logistical arrangements and required documentation for the meetings.
• Quality Assure all
• documents submitted to the Office of the DDG.
• Stakeholder engagement
• Monitor that protocol is correctly observed when dealing with other government, private sector organisations and international counterparts.
• Ensure that information is provided to the relevant stakeholder when the need arise.

Projects Management

• Develop Plans for projects allocated to the DDG’s office
• Manage all projects allocated to DDG’s office
• Monitor the deliverables and budget expenditure of the projects within the Office of the DDG.
• Prepare project reports to the Branch meetings.
• Records Management
• Keeping records and ensure that they are easily accessible within the chief directorate.
• Maintain filing system within chief directorate

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JOB PURPOSE: 

• To render administrative support within the Deputy Director-General.

MINIMUM REQUIREMENTS:

• National diploma NQF 6 in Public Administration / Office Management and Technology/ Business Management

RESPONSIBILITIES:

Financial administration and coordination DDGs office

• Monitor monthly expenditure patterns and trends to budget projections.
• Reconcile expenditure projection with the actual spending.
• Coordinate financial planning processes.
• Complete relevant documentation for transfer of funds.
• Process payment for procurement of goods and service.

Administration support

• Administer documents and check for compliance in line with the required organisation standard (formatting etc.) or government prescripts.
• Monitor outgoing and incoming documentations and monitor compliance as outlined by various units.
• Draft routine letters, memos, reports, submissions etc.
• Provide secretariat services in the meetings when required.
• Diary management
• Conduct logistical arrangements i.e. travel arrangements, booking of venues, caterings etc.
• Coordinate and consolidate monthly, quarterly, annual plans and reports within the DDG.

Project administration

• Provide assistance in developing project plans and capture progress in the projects’ cycle.
• Track progress on programme issue log and risk log with relevant project team members internally or externally and issue reminders and follow up actions.
• Compile updated progress feedback letters based on the project’s schedules and progress meetings.
• Identify and compiled possible project risks and compile reports for management action.
• File and maintain updated records of projects e.g. financial expenditure, reports, memos, letters, contract status schedule.
• Receive and check documents and letters compiled by the stakeholders, implementing units and ensure that they are processed accordingly.

Documents and records keeping

• Keep records and ensure that they are easily accessible within the DDGs office.
• Maintain filing system manual and electronic within DDG.

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Key Performance Arears

• Coordinate all aspects of the company’s financial reporting process according to approved polices and accounting standards.
• Produce accounting reports as agreed.
• Perform budget analysis monthly, and review of expenditure allocations to correct business units.
• Ensure that monthly accounts reconciliations between the general ledger and sub-ledger or sub systems are prepared and approved.
• Submit the monthly reconciliation file for approval monthly.
• Preparation of annual financial statements and supporting documents in this regard.
• Always manage the integrity of the accounting data.
• Follow up on differences identified.
• Obtain invoices in respect of fruitless and wasteful expenditure, prepare report with details, and submit to manager for submission Executive Committee
• Prepare report on invoices not paid within 30 days in respect of PFMA compliance.
• Interprets the requirements of the PFMA and provides advice on existing financial policies.
• Attend to queries and requests from internal and external auditors and provision of information as requested.
• Manage banking arrangements daily.

Required Qualifications and Experience:

• An appropriate 3-year Degree plus a Postgraduate or equivalent qualification in commerce.
• Completion of articles
• 5 years’ experience in total with At least 2 years’ supervisory’ experience working in a finance environment.
• General accounting experience of at least 2 – 3 years and/or articles
• Microsoft Office Suite at an advanced level with good knowledge of Excel.

Key attributes

• PFMA, and Treasury Regulations
• Financial principles
• Project management principles and tools.
• IFRS
• Attention to detail.
• Accurate
• Deadline driven.
• Assertive