Financial Administrator

6 months ago

Johannesburg, South Africa Tsebo Group Full time

**About Us**:
Tsebo Facilities Solution is looking for a Finance Administrator to provide a Financial Administration Service to TFS site office. To ensure that all accounting policies and procedures are followed in accordance with TFS as well as the requirements as stipulated by the client. To collate supplier documentation accurately and timeously while maintaining effective control over all the suppliers and collate and record all pass-through costs invoices and produce a monthly summary of all pass-through costs.

As a leading African Integrated Workplace Management Solutions Provider, Tsebo Solutions Group offers clients reduced costs, risk and complexities together with increased quality, efficiency and productivity. We specialise in Catering, Facilities Management, Cleaning and Hygiene, Pest Control, Protection, Energy, Procurement, Workspace Design, Engineering, Remote Camps, and more. Developing our people - the heart of Tsebo - is the foundation of our purpose. The result is a knowledgeable workforce that is in touch with every nuance of our clients’ needs. DOWNLOAD OUR ONE-PAGER to find out more about who we are in a nutshell.

**Duties & Responsibilities**:
**Purchase Order Management**
- Ensure Purchase Orders are submitted for all goods and services procured
- Capture Purchase Orders accurately in order to follow up on delivery and invoices

**Financial Administration**
- Ensure that the necessary documents are attached to every supplier invoice where applicable as follows, goods and services received note, delivery note/job card, purchase order and quotation.
- Capture invoices according to TFS standard on the capturing model, batch and send to Head Office for processing and produce copy batches of all invoices on GL and correlate these batches with the GL.
- If any hand over invoices are noticed, provisions and accruals are to be requested from the Facilities Manager for these.
- Check supplier invoice to ensure it complies with all current legislation, verify correctness of quantity and price.
- Check correctness of general ledger allocation and coding of invoices against bill of quantities.
- Ensure head of departments sign-off all invoices in respect of orders pertaining to services rendered.
- Send invoices timeously in accordance with TFS company policies and procedures to TFS Head Office Finance
- At month-end reconcile pass-through costs on download from Infor EAM against pass-through costs captured in GL.
- Prepare a summary according to client requirements of all pass-through costs to be handed to client for invoicing purposes.
- Submit to the client by the 25th of the month.
- Generate and analyse stock usage on Stationery and other consumables.
- Liaise with Facilities Manager and portfolio managers to manage, monitor and ensure costs are contained within budgets (OPEX and CAPEX).

**Supplier Administration**
- Liaise with existing suppliers and new suppliers on information required.
- Ensure that copies of all documentation are made before sending to head office.
- File invoices and correspondence in a methodical manner for easy access.
- Respond to supplier payment queries.
- Submit remittance advice to suppliers and assist with queries relating to payments.
- Be familiar with SLA’s in place with suppliers and contractors

**Site Compliance**
- Adhere to the TFS’s Safety, Health, Environmental and Quality (SHEQ) Management System’s Policies & Procedures of as applicable to this position.
- Ensure compliance with TFS policies and procedures related to financial management, controls, and expenditure authorization levels.
- Ensure requirements of Schedule 8 of the PPP Agreement are being adhered to.

**Ad Hoc**

Any reasonable action requested by management.

**Skills and Competencies**:

- Knowledge on SARS Tax and Vat Acts and applicable legislation
- Good knowledge and understanding of PPP model and the PPP Agreement
- Good knowledge and understanding of TFS Procurement and Finance policies and procedures
- Adaptability: Must be flexible to anticipate changes
- Building customer loyalty: Effectively meeting customer needs
- Communications: Clearly convey information with team members.
- Impact: Must be professional, punctual, and reliable
- Energy: Consistently maintain high levels of activity and productivity
- Managing Work: Effectively managing one’s time and resources
- Contributing to team success: Actively participating as a team member
- Quality Orientation: Accomplishing tasks while paying attention to detail
- Work Standards: Setting high standards of performance for self and others.

**Qualifications**:

- Grade 12
- Tertiary qualification in Financial or accounting is essential
- Understanding of IFRS standards
- 2-5 years Financial Background or Accounting / creditors experience.
- Computer literacy (Great Plains, MS Word, Excel, MS Outlook)

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