Job Opportunities at The National Film and Video Foundation (NFVF)

Qualifications & Experience:

• Degree/Diploma in Supply Chain Management/Logistics/Finance
• 1-2 years relevant working experience
• Experience of working on SAGE Evolution would be advantageous 

Key Responsibilities:

Committee Administration:

• Undertake administrative tasks related to bid specifications, bid evaluations and bid adjudication
• Drafting letters to appoint committee members for CEO approval and signature
• Send out committee appointment letters and receive acceptance letters from appointed members
• Send out meeting dates for each committee
• Keep SCM Manager informed of the non-availability of committee members
• Collate and send all relevant documentation for each meetings including draft terms of reference or committee reports
• Preparation of meeting governance documents such as attendance registers and ensure completion by all attendees
• Book boardroom and make logistical arrangements for the meetings
• Ensure recording of proceedings
• Draft minutes from notes taken and/or from meeting recordings
• Send draft minutes to meeting chairperson for approval
• Send final minutes to all committee members once approved
• File all documentation electronically and in hard copies per meeting for record keeping and audit purposes

Filing:

• Maintain departmental filing system
• Ensure all proceedings relating to record-keeping are followed – both electronic and physical
• Track holding times and identify when documents can move to off-site storage

General Administration:

• Respond to administration and process related SCM queries
• Receive purchase requisitions and allocate unique number to each
• Generate PO, Match purchase orders to goods received notes
• Schedule meetings and prepare documentation for quarterly supplier performance evaluations with contracted service providers
• Take minutes at supplier performance evaluations
• Draft minutes for approval
• Send out and file approved minutes
• Keep record of deviations in the department
• Management of SCM supplier database

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Qualification & Experience:

• Degree in Human Resources Management/Industrial Psychology
• 1-2 years relevant working experience
• Knowledge of South African labour legislation 

Key Responsibilities:

Payroll Administration:

• Add and terminate employees on payroll system
• Capture all necessary salary information and process leave/travelling/overtime on system
• Capture and amend pension and medical aid contributions
• Ensure correct employee and company contribution
• Update UIF records
• Distribute payslips to staff
• Receive and resolve payroll queries
• Distribute IRP5s annually

Administration:

• Generate contract of employments for new employee
• Generate staff files
• Keep all staff files correct with all relevant documentation
• Audit staff personnel files monthly
• Inform line manager of staff achievements/additions to dependents etc.
• Inform medical aid of new members and ensure completion of documents
• Liaise with the medical aid administrator
• Resolve queries
• Inform provident fund of new members or terminations
• Provide quarterly reports to HRM on leave balances

Recruitment and Selection:

• Assist with compiling and placement of job adverts
• Liaise with recruitment agencies
• Schedule interviews and logistics
• Provide remuneration information to successful candidates
• Ensure that unsuccessful candidates receive regret letters
• Ensure that new employee have access, computer, benefits and company information
• Introduce new staff to NFVF employees

Training and Development:

• Coordinate training
• Assist in the development of WSP and ATR
• Ensure employee training certificates are filed in staff files
• Advice Head of HR on training needs

Internship Programme:

• Identify the NFVF’s needs in terms of interns
• Submit Letter of Intent to MICTSETA for internship
• Recruit host employers and identify their specific requirements
• Place interns at host employers according to the skills, abilities and knowledge of the interns
• Facilitate the induction programme and other sessions for the interns
• Ensure logbooks are signed and submitted on a monthly basis
• Schedule regular check-ins with interns and mentors
• Ensure record keeping of all internship programme documentation – logbooks, employment contracts, memorandum of understandings, qualifications, employee files

Staff/Internal Events:

• Liaise with Communications on staff events
• Assist with coordinating staff events
• Schedule staff meetings
• Advice Head of HR on issues that need to be communicated in the newsletter.

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Qualification & Experience:

• Relevant Finance or Accounting Degree/National Diploma or equivalent
• 1-2 years relevant working experience
• Knowledge of working with SAGE Evolution will be advantageous

Key Responsibilities:

Bookkeeping:

• A record of petty cash is maintained
• Ensure petty cash statements are reconciled
• Check supporting documents/vouchers are authentic.
• Banking
• Load requisitions for payments that are approved
• Process systematic filing monthly
• Capture and close off general ledger inputs
• Balance book to trial balances
• Ensure implementation of an economical accounts payable (grants, monthly operational payments, S & T and forex payments) process by reduction of the payment turnaround times(s) are effective and maintained
• Prepare cashbook reconciliation timeously
• Prepare general ledger reconciliations timeously

Office Administration:

• Maintain stationery levels
• Record and reconcile stationery
• Maintain asset register and office equipment
• Maintain building administration and security

Administrative Duties:

• Ensure administrative support is provided to the finance department