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Operational Financial Manager

3 months ago

Camps Bay, South Africa Adzuna ZA B C2 Full time

Purpose

Responsible for providing financial management support and advice (typically in the form of financial reports, cost control & financial trends and ratio’s) to stakeholders of the OPCO, in order to enable them to make sound business decisions. Assume the primary day-to-day responsibility for planning, managing and controlling all financial-related activities within VNL, the OPCO (VNL SP). Ensures financial practices and information are in line with company policy and all statutory legislation & regulations.

While the emphasis of this role is on managing all financial reporting, risk and compliance related systems and processes, it encompasses the support of the operational senior management team in taking a strategic approach to financial decision making and key analytics.

Key Activities

Presentation of Monthly Management Accounts & Financial Reporting

  • Accounting responsibility for VNL, VNL SP (CBV OPCO), VNL Realty, Career Custodians & TSEC (Business Units “BU’s”)
  • Preparation of the monthly management accounts pack in order to fully assess performance
  • Compiling monthly Balance Sheet reconciliation file, to ensure integrity of financial statement line items presented
  • Ensuring all HOD’s within OPCO and BU’s receive and sign for departmental financial results
  • Financial reporting and analysis and the preparation of monthly management reports for presentation to OPCO meetings and the board.

Cost Analysis & Control

  • Analysis and identification of incurred costs versus budget and prior year, in order to fully understand cost drivers for key stakeholders to make informed decisions
  • Identify cost saving opportunities in order to improve the financial performance of each business unit
  • Review reconciled expenditure reports to test the validity of costs

Procurement (such as Chemicals, Linen, Amenities, Including VNL Products)

  • Assume day-to-day responsibility to ensure VNL procurement department operates effectively in securing best products and pricing structures (identifying cost saving opportunities)
  • Supervise Group Stationary Department & procurement (including uniforms, cellphones, amenities)
  • Manage proposals, request quotes and negotiate purchase terms and conditions
  • Monitor supplier performance and resolve issues and concerns
  • Inspect and evaluate the quality of purchased items and resolve shortcomings
  • Ensure Order Protocol is followed (Order signed by 2 signatories)
  • Contract and Supplier management relationship
  • A strong understanding of market trends, organizational objectives, and supplier capabilities to ensure success
  • Asset Realization: Ensure all lists, target prices and mandates are up to date including physical sale of assets
  • Perform detailed analysis and review on COS % to identify problems

Stock

  • Planning and oversight of monthly stock counts to ensure counts take place for business units under management
  • Spot checks on stock counted, to ensure accuracy of count
  • Identifying slow moving and expired stock
  • Ensure stock receiving system and procedures are followed
  • Monthly spot checks on operational asset register list

Treasury Function

  • Check, verify and release electronic bank payments of OPCO’s as second (A level) approver. Approve first level for own entities / BU’s
  • Ensure cash-flow is maintained at optimum level
  • Review Petty cash count & reconciliation on a monthly basis
  • Periodic Float checks at front desk
  • Checking all credit card and cash deposit recons on a monthly basis
  • Ensure cash-flow forecast is done on a monthly basis, to identify funding requirements and communicate to CFO

Fleet Management

  • Sourcing and purchasing of vehicles, trailers, containers and similar
  • Registration, licensing, payment of fines, insurance and charges to various OPCO’s
  • Selling of vehicles. Including advertising and transfer of ownership
  • Service, maintenance, and insurance claims of VNL vehicles
  • Service and maintenance of trailers, with assistance from Logistics Team
  • Oversee logistics and asset management

Fixed Assets

  • Ensure the integrity and maintenance of the Fixed Asset Register
  • Ensure procedures are in place for safe keeping of assets and monthly counts
  • Ensure project management protocol is adhered to
  • Perform monthly spot checks on operational asset register lists

Payroll

  • Ensuring accurate and timely submission of time sheet and payroll information for all teams under management to payroll department on a monthly basis
  • Ensuring that payroll related costs are within approved Manplan structure for BU’s under management
  • Review and approval of final pay register (VIP) for BU’s under management, before staff are paid

Accounts receivable

  • Review Debtors Age analysis on a monthly basis and highlight issues
  • Weekly review of Open Accounts on OPERA and investigate issues

Operational Involvement and Support

  • To ensure appropriate controls are in place to address operational risks, the Financial Manager is expected to perform:
  • - 1 x Late shift per month
  • - 2 x Night shifts per year
  • - 2 x Duty Manager shifts per year
  • Refer to the Operational checklist for a list of duties to be performed
  • Ensure operational risk mitigation takes place
  • Ensure operational controls are effective (F&B, Front Office)
  • Be a key member of BU’s and Operational team
  • Provide support function when needed after normal working hours (Public Holidays, Weekends)

Tax Compliance

  • Calculate and reconcile VAT payable on a monthly basis
  • Review of monthly EMP201 submission
  • Annual income tax calculation and submission to CFO for review

Budgeting & Budgetary Control

  • Compile the annual budgets and submit to CFO for approval. Assist with budgeting for other group companies
  • Review the budgeted fees and expenses for large variances and resolve prior to the CFO conducting her review. Preparation of forecast for the rest of the financial year
  • Preparation of the budgeted income statement, balance sheet and cash flow statements including determining funding needs for the year ahead

External Audit & Preparation of Annual Financial Statements (AFS)

  • Preparing the Annual Audit files as per Group Instructions received
  • Assist the rest of the OPCO finance teams with execution of the Group instructions received
  • Provide assistance to the OPCO finance teams to resolve audit queries and ensure the audit is completed in an appropriate time frame
  • Review financial statements to ensure they are prepared in accordance with IFRS for SME’s and agree to final trial balance
  • Managing risk and ensuring audit compliance, and close liaison with the appointed audit teams during the completion of audits and the preparation of AFS

Leadership and Management

  • Manages own teams performance to ensure delivery of the approved finance strategy across designated departments
  • Gives regular, comprehensive and constructive feedback to team and conducts their performance appraisals
  • Adjusts management style to get the best from the individuals within the team
  • Delegates work to team members taking into account their capacity, level of skill and exposure to different types of work and complexity; provides clear instructions and direction, with reasonable deadlines

Relationship Building

  • Develop relationships with Exco and BU managers as a trusted advisor
  • Maintain strong working relationships with, and have open and transparent communication between all members of the team
  • Develop and maintain relationships with external vendors to ensure service delivery of high quality

Training

  • Ensure all members within the Operations team are proficient in using the ERP, OPERA, Time & Attendance & VIP system to its full capability
  • Key deliverables include developing and implementing financial and operating systems in line with developed policies & SOP’s, and delivering on executive management and owner’s expectations from a financial management and reporting perspective
  • Ensuring the team under management has skills and knowledge to deliver an effective and efficient service to all BU’s

Ad-Hoc Requests

  • Support the business as and when ad-hoc financial request come in and provide information that is accurate, of a high standard and delivered within required timeframes.

CEO Support

  • Provide support to CEO on various matters that can include Fleet management, procurement, leases, asset sales, archiving

Financial Manager Markers

  • Refer to Annexure A for Financial Manager Markers
  • PART C: POSITION SPECIFIC REQUIREMENTS
  • Internal Communication
  • EXCO
  • Business, Finance and Group Managers
  • Central accounting staff

External Communication

  • Suppliers & Customers & Homeowners
  • Auditors
  • Financial Institutions (Banking)

Qualifications

  • BCom Hons with articles or equivalent essential CIMA, CA (SA) preferable

Experience

  • Minimum 2 years’ experience in a management position within Accounting or Finance
  • Hospitality & Tourism Industry experience beneficial
  • Advanced MS Office knowledge
  • Advanced Financial Accounting Systems knowledge (SAGE Partner or Evolution)

Person Specification (knowledge, skills and attributes)Behavioural Competencies / Performance DriversTechnical Competencies / Professional Expertise

  • Attention to Detail
  • Analysis
  • Problem Solving
  • Relationship Building
  • Resilience
  • Stress Management
  • Accounting and Reporting
  • Financial and Management Accounting
  • Legislation, Policies, Procedures and Standards

Behavioral / Technical and Leadership Competency Requirements (as per the Competency Dictionary)

Competencies

Proficiency Level Definition

Proficiency Level

Attention to Detail

  • Identifies multiple sources/approaches of information to ensure that details are addressed
  • Reviews the work of others for accuracy and thoroughness
  • Follows up to ensure tasks completed and commitments met by others
  • Verifies that work has been done according to procedures and standards

Analysis

  • Ability to apply concrete thinking
  • Comparing alternatives and selecting best solution to achieve business objectives

Problem Solving

  • Ability to define problems, determining the root cause of the problem, identifying, prioritizing and selecting alternatives for a solution, and implementing the solution.

Relationship Building

  • Actively nurtures existing contacts by pro-actively sharing information and expertise and encouraging contacts to do the same.

Resilience

  • Remains effective and retains perspective in the face of difficult or demanding situations (pervasive ambiguity, frequent change, high workloads)
  • Views disruptions as challenges rather than threats
  • Adjusts personal coping mechanisms to deal with disruptions

  • Adapts To Ongoing, Or Regular Disruptions

Stress Management

  • Maintains sound judgment and decision making despite stressful situations
  • Views stressful situations as challenges rather than threats.
  • Adjusts personal coping mechanisms to deal with high-level stress

Accounting and Reporting

  • Demonstrates a sound understanding of accounting linkages between departments
  • Advises and coaches underlying teams on accounting related queries

Financial and Management Accounting

  • Implements and monitors departmental and central agency financial accounting systems, standards, processes and practices.

Legislation, Policies, Procedures and Standards

  • Understands and applies all relevant legislation, policies, procedures and/or standards in situations that require standard interpretation.
  • With guidance, applies legislation, policies, procedures and/or standards in situations presenting unique challenges.
  • Suggests amendments to improve the effectiveness of internal policies, procedures and/or standards

Planning and Organizing

  • Produces realistic and achievable work plans
  • Develops back-up plans to handle potential obstacles
  • Breaks activities into smaller components to facilitate completion
  • Evaluates the extent to which the objective has been achieved


Plans And Organizes Major Activities

Integrity

  • Acting with honesty
  • Adhering to company principles and policies (setting the example)