Finance Administrator: Financial Accounting at Construction Education & Training Authority (CETA)

RESPONSIBILITIES:

• Coordinate and provide administrative duties in the business unit such as, receiving telephone calls, correspondence and emails and flagging them as required.
• Work with the Finance Officer and Financial Accountant to prioritise an agenda and focus on the most important issues and opportunities within the business unit.
• Develop, maintain and update the business unit’s annual meetings planner.
• Coordinate the business unit’s meetings and preparation and ensure that all invitations, logistics, minutes and relevant agendas and material are provided.
• Attend key meetings as directed by the team with the purpose of ensuring follow-up and execution on identified actions.
• Provide input and formulate business presentations in consultation with the team.
• Work with the business unit to strategise and manage a portfolio of relationships relevant to the business unit.
• Order, receive, verify, store and maintain an accurate inventory of office supplies as required.
• Perform special projects as required in the business unit, including the review, research, summarisation and analysis of information.
• Provide support on the CETA’s special projects, campaigns and events.
• Support the development of high-quality templates and tools to assist with the effective management of and continuous improvement within the business unit’s process efficiencies.
• Provide administrative support in financial management related activities to ensure that the business achieves its tactical work plan goals.
• Respond to routine queries and escalate higher-level requests to the relevant staff in the business unit as required on time.
• Prepare non-routine and routine correspondence and proofread relevant documents before circulation.
• Assist in the effective and efficient management of document flows and the retrieving and archiving of information in a confidential manner.
• Assist in the preparation of the Financial Accounting relevant reports for review and submission by the Finance Officer and Financial Accountant.
• Assist in the capturing of relevant information and maintaining the database for the business unit, ensuring data integrity.
• Assist in the coordination and verification of relevant invoices and supporting documents from the business units.
• Assist in the preparation of the Financial Accounting relevant reports for review and submission by the Financial Accountant.
• Assist with the payment administration of the payroll from payment schedules received from Human Resources business unit.
• Perform any duty, lawful and reasonable task or responsibility as directed by the supervisor.
• Perform all duties and responsibilities in line with applicable Acts, Regulations and per CETA relevant policies and procedures.
• Assist in identifying and adhering to fraud controls, risk prevention principles, sound governance and compliance processes, and tools to identify and manage risks.
• Support and provide evidence to all internal and external audit requirements.
• Maintain quality risk management standards in line with relevant requirements.
• Maintain and enforce all related Service Level Agreements to minimise business risk and ensure business continuity.
• Review related Standard Operating Procedures in consultation with the Financial Accountant to ensure business optimisation.
• Adhere to all relevant laws, policies and Standard Operating Procedures throughout the organisation.
• Assist CETA in mitigating all risks as per strategic risk registers by following policies, procedures, Acts and Standards of GRAP and acting ethically in all discharge of responsibilities.
• Contribute to the review and update of the CETA policies and procedures.
• Prepare and submit to supervisor accurate, complete and credible monthly reports as required for consolidation and tabling at monthly EXCOs.
• Ensure all work performed is backed-up regularly as per ICT polices onto the CETA electronic servers.
• Apply / implement and undertake all activities and duties in line with policies, procedures and relevant laws and regulations applicable to the task at hand.
• Attend risk, compliance, ethics and fraud prevention updates meetings, trainings and workshops as scheduled by CETA.
• Contribute to the risk maturity levels at the CETA
• Follow protocols and report suspicious activities, corrupt or fraudulent activities that one is aware of; onto the CETA whistle blowing and fraud prevention hotline.
• Ensure that all relevant CETA registers, reconciliations and regulatory reports are compiled and submitted on time.
• Build and maintain relationships with all CETA officers including EXCO, for the purposes of expectations management and knowledge sharing.
• Provide advocacy on matters related to the business unit to make informed decisions.
• Represent and participate in the organisation’s committees and tasks teams when required.
• Convene and attend meetings and present findings and business cases to relevant stakeholders when required.
• Implement timeous communication on progress and challenges in achieving the tactical work plans to impact stakeholders.
• Attend industry related forums, conferences, and workshops to gain industry insight for the purpose of business improvement.
• Attend and address all stakeholder queries timeously and effectively.
• Assist stakeholder by directing and guiding them where they require assistance from CETA.
• Provide support in creating a high-performance culture and manage team performance effectively and provide input into the annual performance goals and measures into individual work plans based on agreed upon objectives.
• Provide support in the management of poor performance and disciplinary matters in line with the CETA’s policies and procedures.
• Live and provide exemplary behaviour, driven by CETA values as tasks and functions are being executed.
• Supervise and expose and support interns allocated to the Finance department.
• Assist with the supervision of the team, by planning, assigning and monitoring tasks aligned to deliver on performance objectives and in response to changes in processes.
• Provide support in the enhancement of relevant knowledge and skills through continuous coaching, mentoring and nurturing of supervised talent.
• Provide support in creating a high-performance culture and manage team performance effectively and provide input into the annual performance goals and measures into individual work plans based on agreed upon objectives.
• Provide support in the management of poor performance and disciplinary matters in line with the CETA’s policies and procedures.
• Live and demonstrate exemplary behaviours driven and anchored on / by CETA values.
• Encourage and incentivise staff to live CETA values.
• Ensure that on-the-job training, learning, and development is taking place.
• Share and play an effective role in ensuring that teams assist in achieving of strategic goals and mandate of the CETA.
• Contribute to the financial sustainability of CETA by ensure no wasteful and fruitless expenditures are incurred in responsibility.
• Ensure that is assisting the business unit to operate within the allocated operational budgets.

Requirements

DESIRED SKILLS, EXPERIENCE AND COMPETENCIES

• Matric/Grade 12
• Diploma in Finance, Accounting or a related field at NQF Level 6
• Proof of registration with a professional body

Other Requirements 

• 1-2 years’ experience in finance administration or a related field
• Valid Driver’s License

The following attributes are necessary to succeed in this role:

• Punctual, self-discipline and a motivated team player.
• Ethical consciousness and conduct in all dealings with the matters of CETA.
• Emotionally intelligent and communicates well across all levels.
• Analytical and pay attention to detail.
• Deadline driven.
• Adaptable and problem-solver.
• Excellent negotiation and organising skills.
• Innovative and creative self-starter.
• Ability to work with difficult individuals.