Executive Support: Finance

**Finance ~ PA (Personal Assistants) ~ Office Management ~ Payroll**
**JHB Central**
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**Executive support - Finance - NEWTOWN**

**Temp 6 Months Contract - Salary Market Related**

**Purpose**

To provide administrative and secretarial support to the Chief Financial Officer (CFO), provide financial administrative support, and ensure the smooth running of the Office of the CFO.

**Qualifications and Experience Required**
- National Diploma in finance (NQF L6)
- Degree in finance (NQF L7)
- Basic knowledge of MFMA, Treasury regulations an IIA standards
- Knowledge of Project management principles
- Secretarial and administrative experience for an executive level position with financial administrative experience of 3-5 years.

**Position description**
- Manage the diary of the CFO, scheduling appointments, meetings, conference, and teleconferences do that there is effective use for he CFO’s time.
- Engage with the CFO to establish critical priorities for diary scheduling purposes.
- Collate meeting documentation, when required, for submission to the CFO prior to scheduled meetings.
- Coordinate travel arrangements with the appointed travel service provider, and document a travel itinerary, as and when required.
- Assist the CFO in carrying out personal tasks.
- Liaise with all stakeholders to gather submissions or collate reports for submission to the CFO.
- Screen incoming telephone calls, taking detailed messages, and attending to telephone queries on behalf of the CFO.
- Compile the CFO’s claim forms to be approved and processed by finance.
- Prepare routine correspondence and compile data, statistics, and other information.
- Maintain and safeguard the CFO’s confidential records of discussions, instructions, and correspondence.
- Back up the CFO’s electronic documents on a regular basis.
- Prepare documents (memo’s, presentations, reports, etc.) for review and presentation at the relevant committees.
- Participate in internal and external meetings, rake and distribute minutes, and follow up on action items.
- Maintain an updated and confidential document management system to safeguard information and allow for the secure access and retrieval records, as and when required.
- Maintain the financial management databases.
- Support and facilitate the completion of regular reports.
- Coordinate procurement for the office in accordance with SCM policy.
- Process requisitions for payments for accommodation, travel, etc. and coordinate processing of invoices, conducting follow-ups on payment.
- Monitor and control office stationary.
- Monitor and report on departmental expenditure against approved budget and inform the CFO on any budget deviations.
- Photocopy, collate and distribute documents, when required.
- Receive visitors and guests and direct them to relevant staff members.
- Provide administrative support to the department, in terms of filing, scheduling appointments, advising on compliance matters and editing reports.
- Manage petty cash in accordance with company policy and procedures.
- Receive a claim for petty cash and check all documentation for accuracy and completeness.
- Update petty cash register and sign out petty cash for payments to employees.
- Issue a petty cash receipt to employee.
- Process petty cash for regional offices by matching payments with invoices/requests and reimbursing cash.
- Maintain and update the deposit book for cheques.
- Verify information on documentation received (i.e. invoices, agreements, commitment register, etc.) for collation and submission to the CFO.

Collate information for the preparation of financial reports and proof-read documents required by the CFO for completeness and accuracy.