Job Openings at Council for Geoscience (CGS)

KEY RESPONSIBILITIES

BU Administration and Office Support

• Rendering of effective administration and office support services in the Business Unit.
• Act as the first point of contact for internal and external clients and contacts via telephone (call handling) and electronic e-mail.
• Maintain an effective filing system for ease of tracking and retrieval of documents.
• Develop a database of contacts and updates regularly to ensure current information.
• In consultation with the Manager, draft correspondence on behalf of the Unit.
• Prepare and type correspondence, minutes, reports, and other documents as required.
• Provide secretarial support for committees and forums chaired by the BU Manager.

Meeting Coordination

• Manage the diary of the Manager: Infrastructure and Land Use, set up meetings, and manage all correspondence relating to diary management and scheduling of meetings accordingly.
• Proactively monitor and appropriately manage responses to all meeting invitations.
• Schedule meetings and secure appropriate venue for the BU.
• Prepare agendas with inputs from meeting participants.

Travel Administration

• Act as a travel coordinator and liaise with the contracted travel agency.
• Make travel arrangements for the staff and the manager i.e. transport, accommodation & flights.
• File all signed travel requisitions with invoices from the travel agency.

Correspondence, records, and documentation management

• Maintain an effective filing system for ease of tracking and retrieval of documents.
• Develop a database of contacts and updates regularly to ensure current information.
• Handle all incoming & outgoing correspondence.
• Establish and maintain an efficient and effective correspondence and document management system.

Procurement Management Administration

• Preparation and submission of requisitions for purchase orders and invoices.
• Sourcing of quotations via RFQ processes.
• Raise purchase orders for required services and request authorization from the Manager prior to forwarding them to Supply Chain Management (SCM).
• Keep track of orders issued and the receipt of purchased goods, invoicing, and payments.

Finance Management Administration

• Process S & T claims for the BU.
• Tracking and monitoring of budget expenditure and report to BU Manager.
• Application of standard procedures for all financial transactions to ensure compliance with policy and the PFMA (Public Finance Management Act).

EDUCATIONAL QUALIFICATION 

• Grade 12.
• National Diploma (NQF 6) in Office Administration or equivalent qualification.
• 3 -5 years’ working experience in Office Administration and/or Secretarial duties.
• Must be computer literate in MS Office.

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KEY RESPONSIBILITIES 

• Manage creditors’ cycle i.e. from order generation to invoice matching, reconciliation, and payment.
• Maintain the creditors’ ledger.
• Reconcile Creditors’ Ledger to creditors’ General Ledger control account.
• Ensure accurate, timely and correct recording of expenditure.
• Check and authorize credit and debit memos as well as returns.
• Check creditors’ reconciliation for authorisation of payments.
• Adhere to creditors’ payment terms to avoid penalties and interest.
• Prepare month-end and year-end creditors’ provision lists.
• Liaison with internal and external customers.
• Perform ad hoc functions as delegated.

Reporting 

• Ensure accurate, relevant, reliable and timeous provision of financial information to internal decision-making for reporting purposes.

Financial policies and procedures 

• Ensure compliance with CGS financial policies and procedures, PFMA, Treasury regulations, GAAP, IFRS.

EDUCAIONAL QUALIFICATIONS

• Matric (Grade 12) and;
• Three (3) year National Diploma (NQF Level 6) with accounting as a major or equivalent.

Knowledge and Experience

• 5 years’ experience in finance environment.
• Proficient with AccPac or equivalent financial system.
• Financial administrative skills.
• Understanding of PFMA and Treasury regulations.