Finance Administrator at Tsebo Solution

Duties & Responsibilities

Operational Delivery

• Liaise with relevant stakeholders to monitor and ensure costs are contained within budgets (OPEX and CAPEX) .
• Review and report on monthly variance reports as required by your Manager ie actual vs budget
• Ensure compliance with TFS policies and procedures related to financial management, controls and expenditure authorisation levels
• Monitor all orders on a daily basis
• Ensure all requests to purchase are followed by a quotation
• Match quotations, purchase orders and invoices on the Infor EAM system
• Follow up to ensure all suppliers submit invoices timeously with service reports where necessary
• Ensure satisfactory completion of jobs and the delivery of jobs by requesting an original invoice and ensure it logged on a spreadsheet
• Ensure all purchase costs are properly allocated to the correct divisions/cost centres
• Accurately complete the TFS invoicing to Client avoiding duplications
• Adhere to cut off dates stipulated by TFS and the client. Liaise with Client finance team on payments to suppliers
• Provide Infor EAM reports monthly or as requested by the TFS team and Client
• Assist with the compilation, preparation and review of monthly variance reports
• Ensure all invoicing deadlines are met for both Client and TFS
• Ensure all sub-contractors adhere to the invoicing cut off dates
• Ensure all invoicing is submitted to TFS head office finance team at the cut off periods
• Ensure all finance administration is complied with on site
• Liaise with TFS Managers to ensure all contract documentation is maintained and updated
• Assist your Manager with the collation of leave and overtime forms and preparation of variation reports
• Familiarise yourself with and ensure ongoing implementation of TFS’s quality management system for all policies and procedures related to Quality, Environment and Health and Safety
• Ensure supplier payment reconciliations are up to date to avoid suspension of services
• Communicate terms of trade to suppliers to ensure compliance when necessary
• Obtain statements from suppliers, copy all invoices and statements, and forward originals to TFS finance

Overarching Contractual Delivery

• Ensure all Client financial policies and procedures are complied with and:
• where required provide data to support Client reporting requirements;
• at all times during this Agreement act in Client best financial interest;
• operate a transparent “open” book approach to the financial management of the services;
• expenditure management and approvals; and
• financial audit and controls.
• Assist to record and monitor actual spend against budget expenditure throughout the financial year
• Assist with all required financial reporting when required.

Customer Focus

• Work with teams to develop and maintain a customer-focused attitude toward activities, concentrating on those that most strongly contribute toward improving customer lifetime value.
• Interact with client to provide and process information in response to inquiries, concerns and requests about products and services.
• Conduct client satisfaction surveys to ensure clients are satisfied with the products and services.
• Keep up to date with business developments and strategic objectives within the environment.
• Provide advice on general changes and compliance within the workplace management framework when required.
• Work with processes and procedures in such a way that operational efficiencies and performance are enhanced.
• Attend to and resolve all customer queries timeously or escalate when necessary.
• Follow up and follow through on all escalated queries timeously.
• Manage conflict.

Reporting

• Prepare monthly reporting within set timeframes for distributing to the relevant parties.

Code Of Conduct

• Undertake such other responsibilities as directed by Management that will drive sustainability.
• Work in a flexible way when the occasion arises so that tasks, which are not specifically covered in the job description, are undertaken.
• Take responsibility for one’s own performance.
• Promote TFS’s & Client image and corporate citizenry through deliberate and co-ordinated activities.
• Adhere to the TFS’s Safety, Health, Environmental and Quality (SHEQ) Management System’s Policies & Procedures as applicable to this position.

Ensure TFS ethical values are adhered to.

Skills and Competencies

• MS Office Suite
• Knowledge of facilities management and the hospitality industry.
• Good understanding of the utilisation of the INFOR EAM and ERP system.
• Proficiency in English; knowledge of additional languages is a plus
• A customer-oriented and professional attitude
• Outstanding communication skills both oral and written
• Excellent organizational and time-management skills
• Hospitality and customer centric focus.
• Knowledge and understanding of service level agreements
• Excellent report writing skills
• Problem solving and analytical skills
• Financial and business acumen
• Budgets

Behavioural Qualities

• Emotional Intelligence: ability to work with colleagues who have different ways of behaving and interacting.
• Resilience: ability to cope with setbacks.
• Ability to work unsupervised and within a team.
• Self-disciplined, motivated, energetic self –starter with an exemplary work ethos.
• Capability to interact with both internal and external customers at all levels.
• Ability to maintain confidentiality.
• Attention to detail with a methodical and structural approach.
• Results focussed and professionalism
• Ability to multitask
• Ability to follow established procedures.
• Ability to work under pressure.
• Project a professional and competent image at all times when on duty.
• Customer centricity.
• Ability to deliver high quality and proactive service to internal customers
• Ability to effectively manage systems.
• Ability to use own initiative and to operate with no management support when required
• Must be an extrovert and be approachable at all levels in the working environment

Qualifications

• Grade 12 (non-negotiable) plus….
• Bookkeeping/Accounting Certification or equivalent
• Computer literacy on MS Office and Infor EAM
• Minimum 3 years’ experience in finance in a similar environment