Available Roles at Phaki Personnel Management Services

Purpose:
 To assist in the tracing of beneficiaries to enable the processing of unclaimed and unpaid benefits for organisation.

 The incumbent of this position will be responsible for a wide variety of financial administrative tasks which includes the following, but not limited to:

Trace beneficiaries:

• Find contact details on ITC and other platforms in order to identify members and beneficiaries for unclaimed benefits.
• Contact potential candidates, confirming their personal particulars, in order to validate their status as beneficiaries.
• Engage government departments and other community platforms to trace beneficiaries and members on unclaimed benefits list.
• Rectify errors by updating the system with the correct information provided by the clients.
• Send unclaimed benefit cases and documents successfully traced to Pretoria Head Office tracing division. 

Prepare cases for processing:

• Provide administrative support by collating the documentation required to process cases not traced to unclaimed benefits.
• Check the system against documentation provided in order to avoid issues with processing.
• Send death benefit form to client in accordance with benefit to which he/she is entitled.
• Capture accurate information onto database with respect to beneficiaries eligible for re-issues based on documentation provided.

Verify cases:

• Perform data integrity checks, following standard processes.
• Generate weekly and monthly unclaimed benefit reports, reflecting the status of cases for the attention of the AO (Supervisor) and ASD/Deputy Director.

 Requirements:

• An appropriate three-year tertiary qualification/degree/national diploma (at least 360 credits) (ideally Finance related) with 18 months proven experience in accounting/financial management of which at least 6 months should be in Tracing or Debtors.
• A Senior Certificate/Grade 12 coupled with three years appropriate proven experience in accounting/financial management field of which 6 months should be in Tracing or Debtors or debt collection.
• Computer literacy that would include a good working knowledge of Microsoft Office products, especially Microsoft Excel and Word.
• Geographical knowledge of the area applying for is essential
• Proficiency in English is a requirement and the ability to speak any of the other official languages in the province (applying for) will be essential.
• The applications of individuals currently residing in the geographical area (town/city) of the respective area applying for, may receive preference (note that proof of residence may be requested when shortlisted).
• A valid driver’s license will be an added advantage.

Competencies

• Knowledge of PFMA
• Knowledge of Public Service Act (PSA)
• Integrity
• Analytical skills
• Customer orientation
• Ability to prioritize
• Time management skills
• Effective communication skills (written and verbal)
• Ability to work in a team
• Problem solving skills
• Deadline driven

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PURPOSE

• Develop, implement, and manage strategies, policies, and procedures concerning payroll, remuneration, and benefits and HRIS to ensure correct payment of salaries and third parties and the correctness of management reporting.

KEY RESPONSIBILITIES

• Develop and implement policies and procedures in respect of payroll, remuneration, conditions of service, job grading and the Human Resource Information system.
• Present and inform on a monthly basis, newly appointed staff members on conditions of service during formal induction sessions.
• Manage and maintain the operation/running of 3 payrolls for general and management staff members as well as pensioners.
• Draw audit trial reports monthly in order to control and monitor input done on the SAP HR and payroll system and changes made on the SAP HR/PY system by consultants.
• Manage and verify that payment schedules and amounts are correct before authorisation, in order to ensure correct payment of salaries, third party payments and SARS payments by Finance.
• Manage the supply of information pertaining to remuneration and benefits during salary survey processes.
• Discuss and advise structuring of remuneration packages with all newly appointed managers including Executive management.
• Conduct ad-hoc remuneration package modelling & remodelling according to requirements from internal clients (management level DI and above).
• Monitor and ensure correct implementation of job grading results and amendments of reporting structures as approved by the Managing Director.
• Manage,compare, interpret and submit ad-hoc, monthly and quarterly reports on overtime,absenteeism, man hours worked, standby, employment equity statistics, labour relations, staff movements, etc. to management, senior management and executive management.
• Implement and maintain software with regards to organizational reporting structures and specialised reports. Manage and control the creation of new positions.
• Initiate and manage the tender process for the award of the contract for maintenance support of the SAP HR/PY system every 3 years and Payroll Payment Services contract every 3 years.
• Participate in Bid Committees as and when required.
• Engage with third party organisations medical aids, Service Provider companies, Pension Funds, SARS, UIF, Consultants, etc).
• Identify needs regarding financial budget and provide input.
• Compiles budget annually.
• Manage the performance management process of the payroll team in line with company policy.

JOB REQUIREMENTS
Essential qualifications and experience:

• Bachelor’s Degree (NQF 7) Social Sciences/ Psychology/ Industrial Psychology or BTech (HR)
• 6 years’ experience in leadership and management of the Remuneration and Benefits function of which 2 must be in overseeing payroll management and Payroll SAP systems. At least 2 years in general SAP HR experience (that is other SAP modules other than Payroll).

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JOB PURPOSE:

• To ensure efficient and effective management and coordination of the DDGs responsibilities.

MINIMUM REQUIREMENTS:

• Minimum of 3 years’ experience in secretarial or administration functions support to senior management.
• Secretarial Diploma or equivalent qualification.

RESPONSIBILITIES:

Secretarial Support

• Plan, organise and co-ordinate the DDG’s schedule
• Schedule meetings and liaise with the individuals to find a mutually suitable date for the appointments.
• Negotiate changes of dates and venues with individuals and organisations to optimise the utilisation of the DDG.
• Screen all calls of the DDG.
• Respond to enquiries by proving the required information.

Office Administration and Coordination

• Draft memos, submissions etc from the office of the DDG’s attaching all relevant documentation, specifying required action, and facilitate processes connected therewith.
• Compiling and updating the inputs for the dashboard on decisions made and make follow-ups.
• Provide secretariat for Programme meetings.
• Compile and coordinates documentation for meetings as required.
• Conduct basic desktop research.

Logistical and budgetary support

• Arrange travelling and accommodation for DDG.
• Arrange for payment of advances and calculations of S&T expenditure for the DDG.
• Coordinate information on monthly expenditure patterns.
• Monitor financial expenditure.
• Reconciling expenditure projection of the Programme against actual spending.
• Process petty cash requests and related procurements.

Stakeholder liaison and events coordination

• Maintain calendar of events.
• Coordinating arrangements for workshops, conferences and other functions.
• Liaise with stakeholders on the planned events.
• Develop and maintain stakeholder database.
• Engage with relevant stakeholders as required.

Documents and records Management

• Manage the document tracking system in the Programme.
• Keep records of all documents for the programme electronically and manually as required.
• Monitor and update database of the documents submitted to the programme manually / electronically.

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Our Client in Pretoria is looking to hire a State Accountant: Accounts Payable on a 12 Months contract to administer and process accounts payable transactions.

Requirements

• A three (3) year finance related degree or national diploma (at least 360 credits); and
• At least two (2) years’ experience in the Financial Accounting environment
• Exposure in the administration of Accounts Payable or Creditors will receive preference
• Computer literacy that would include a good working knowledge of Microsoft Office products, especially Microsoft Excel and Word.
• Knowledge of Sage 300 ERP will be advantageous. 

Responsibilities 

Provide administrative support on the effective processing of accounts payable transaction:

• Undertake the administration of supplier invoices;
• Ensure the safekeeping of all transactions, supporting documentation, files and data for audit purposes in accordance with prescripts.
• Ensure that through effective control processes accounts are paid timeously (within 30 days of invoice receipt)
• Capture all supplier invoices, credit notes and debit notes;
• Ensure that all payments are authorized by the delegated authorities prior to payment;
• Execute all queries emanating from suppliers promptly;
• Review that all supporting documents are attached and payments are authorized;
• Ensure that all invoice batches are set ready post;
• Assist in the provision of inputs on the accruals at financial year end;
• Oversee the resolution of audit queries;
• Receipting of goods and services delivered;
• Create and distribute payment authority for authorization;
• Recording of invoices in the register;
• Review and verify invoice batches and credit notes captured on the system;
• Handle all enquiries on accounts payable
• Ensure comparison of age analysis and the authorized creditors reconciliation;
• Reconcile the age analysis and the payment register;
• Create payment batch;
• Provide inputs for the quarterly report on payment of invoices (i.e. 30 days target as per PFMA);
• Provide inputs for maintenance of prior year invoices not accounted in those financial years;

Undertake reconciliation of creditors accounts:

• Print suppliers age analysis on the system;
• Create adjustments to suppliers accounts on the system;
• Reconcile supplier statement and the records on the system for all companys suppliers before a payment is made;
• Reconciliation of suppliers statements and the records on the system for all suppliers on a monthly basis;
• Follow up on outstanding invoices;
• Clear unallocated payments on supplier statements;
• Engage suppliers and business units on disputed invoices.

Administer Petty cash:

• Handle the issuing of petty cash;
• Ensure reconciliation of petty cash reimbursement;
• Assist in the administration of petty cash of the regional offices;

Provide administrative support to the unit:

• Perform office administrative activities;
• Organise office logistical matters;
• File office correspondence, documents and reports;
• Draft and type standard correspondence and documents;
• Completion of forms and documents relevant to the office;