Administrative Assistants (Finance) - Midrand at IIE MSA and IIE Varsity College

Duties and Responsibilities: 

• Accounts Payable and Procurement – OPEX and CAPEX
• Preparation and capturing of purchase orders in accounting system (D365) for approval by Head Finance, Campus Head, Financial Manager, Brand Accountant, CFO, Senior Portfolio Team, and MD based on Brand approval framework.
• Purchase order request to be reviewed against policy and quote requirements and returned to requestor if not complete.
• Assistance may be required to be provided to requestor in sourcing quotes.
• Purchase order to be created in D365 within 48 hours of complete requisition being received.
• Ensuring that procurement policies are adhered to for all purchase orders submitted/ captured in accounting system. i.e., required numbers of quotes to be obtained and attached to PO.
• Purchase orders generated on D365 to be created against correct GL account and supplier.
• Issuing of approved purchase order to requestor to submit to supplier within 24 hours of PO approval.
• Follow up required of all purchase orders older than 2 days which have not been approved.
• Extract and submit weekly a list of approved purchases orders older than a week for which a GRV (Goods Received Voucher) has not be processed to Head Finances to follow up on, Head Finance to request and process delivery note from relevant staff member in D365 against PO.
• Follow up with Head Finance weekly to ensure that GRVs are processed timeously and no later than 24 hours following delivery of goods, service being received.
• Administrator to familiarise themselves with updates to policies, procedures and processes and ensure compliance with these.
• Queries to be resolved timeously and not be older than 30 days.
• POs to match quote in terms of amounts

Creditor Listing

• Maintenance of creditor listing in D365 as and when required and for specific projects.
• Consolidation and streamlining of creditor listing as and when required and for specific projects.
• Assistance with onboarding and vetting new suppliers.
• Review of supplier documentation and ensure update documents requested and filed.
• Ensure compliance with POPIA and that privacy agreements in place with relevant suppliers.
• Monthly accruals and ageing check to identify and resolve with Head Finance and National Finance long outstanding creditors, debit balance creditors.

Competencies Required:

• Interpersonal Skills
• Good verbal and written communication skills
• Time Management
• Planning and Organising
• Conflict Resolution
• Problem Solving
• Good Microsoft Office skills, Excel, Word, PowerPoint

Minimum Qualification Requirements:

• Minimum of Matric required
• Ideally a Finance related Degree or Diploma

Minimum Work Experience Requirements:

• 2-3 years experience as an Administrator (Finance)/ Bookkeeping.                                     
• Basic understanding of Financial Accounting
• Basic understanding of Management Accounting
• Some knowledge of Audit principles
• Understanding of D365