POSITION DETAILS. Faculty Finance Manager. Assistant Finance Manager PURPOSE

Transcription

1 HR191 POSITION DESCRIPTION NOTES Forms must be downloaded from the UCT website: This form serves as a template for the writing of position descriptions. A copy of this form is kept by the line manager and the position holder. Position title Job title (HR Practitioner to provide) Assistant Finance Officer Assistant Finance Officer POSITION DETAILS Position grade (if known) PC07 Date last graded (if known) Academic faculty / PASS department Faculty of Humanities Academic department / PASS unit Faculty Finance Office Division / section Date of compilation 04 September 2017 ORGANOGRAM (Adjust as necessary. Include line manager, line manager s manager, all subordinates and colleagues. Include position grades) Faculty Finance Manager Assistant Finance Manager Senior Finance Officer Senior Finance Officer (Research) Finance Officers (research) x 2 Assistant Finance Officers x 2 The main purpose of this position is PURPOSE Assist the Faculty Finance Manager, Assistant Finance Manager and other members of the Faculty Finance team in providing a professional financial administrative support service to the faculty and its departments. This job description is not an exhaustive list of all the tasks and, in a changing environment, the specific tasks assigned may differ in detail, but the level of responsibility and overall nature of the work will remain the same. 16 May 2017 Page 1 of 8 HR191

2 Key performance areas % of time spent 1 Reporting and Monitoring 25% CONTENT Inputs (Responsibilities / activities / processes/ methods used) Check that awards are deposited. Assist with compilation of internal and external financial reports. Supply fund reports to fund holders. Assist with follow up of deficits. Report and follow up on un-cleared advances. Assist with reconciliation of Control Funds. Assist with Delivery Due List, monitoring and follow up on outstanding deliverables Assist with the compilation of the Faculty s monthly KPI report Outputs (Expected results) Faculty Finance requirements and deadlines are met. External reports are in line with Funders rules and timelines. Reports submitted timeously. Cleaner reports with less queries and corrections. Happy, compliant Researchers. 2 Funds Management and Maintenance 20% Complete and submit necessary forms to create Fund Centres, Cost Centres, Real Internal Orders, and to open and close funds. Ensure accuracy of fund information, fund rules and fund attributes. Assist with ongoing funds clean-up process. Maintain control records for effective administration of funds. Accurate recording and efficient financial administration. Correct fund numbers, Cost Centres and Rio s used. Efficient filing and control systems in place. 16 May 2017 Page 2 of 8 HR191

3 3 Administrative support 45% Open, date stamp and distribute incoming mail and log outgoing mail before sending off for processing. Critically review journal requests, subsistence and travel claims, and advances and clearing of advances, invoice and receipt requisitions and other assigned UCT admin forms. Provide purchasing and purchasing card clearing support as required. Maintain log sheets and registers and where necessary, ensure copies are made and filed appropriately. Ensure own knowledge of UCT s policies and Procedures are current and complete. Provide a professional face-to-face (walk-in), telephone and communication service to faculty clients and serve as the front line for the Finance Office. Daily processing is completed accurately & promptly, supporting documents are scrutinised and checked for relevance to forms. Queries are followed up promptly, feedback is given where forms are not completed correctly, and pending items are monitored. Grey areas are escalated to SFO and/or other authority for clarity. Efficiency and effectiveness is promoted and stakeholders are correctly advised and communicated with. Client queries are dealt with or referred to the correct person. Report issues of concern and highlight areas of risks to Line Manager and or Finance Team. 4 Human resource administration 8% Assist researchers with HR forms for appointments, payments, terminations, etc. in relation to part time/ad hoc staff. Ensure correct fund and cost centres are entered on HR forms, and sufficient funds are available. Monitor payroll postings. Accurate HR forms submitted by payroll deadline. Adherence to HR Admin guidelines and procedures. 16 May 2017 Page 3 of 8 HR191

4 5 Adhoc Duties 2% Contribute to maintaining the Policy and Procedure file on the G drive. Any other duties that may be delegated by line manage Co-ordinate the Fixed Asset count process by ensuring departments have received their listings and are meeting their deadlines. 16 May 2017 Page 4 of 8 HR191

5 MINIMUM REQUIREMENTS Minimum qualifications Grade 12 with Accounting or equivalent bookkeeping qualification. Minimum experience (type and years) 3 years relevant accounting experience. Skills Proficiency in Microsoft Excel and Word. Excellent communications skills Knowledge A sound knowledge of SAPR3 or an equivalent ERP system Professional registration or license requirements Other requirements (If the position requires the handling of cash or finances, other requirements must include Honesty to handle cash or finances.) Competencies (Refer to UCT Competency Framework ) Competence Level Competence Level Analytical thinking and problem solving 1 Communication 1 Building interpersonal relationships 1 Planning and organizing/work management 1 Client service and support 1 Quality commitment/work standards 1 University awareness 1 SCOPE OF RESPONSIBILITY Functions responsible for Amount and kind of supervision received Amount and kind of supervision exercised Decisions which can be made Decisions which must be referred CONTACTS AND RELATIONSHIPS Internal to UCT External to UCT AGREED BY PRINT NAME SIGNATURE CONTACT NO. DATE Position Holder Line Manager HOD 16 May 2017 Page 5 of 8 HR191

6 HR191 POSITION DESCRIPTION NOTES Forms must be downloaded from the UCT website: This form serves as a template for the writing of position descriptions. A copy of this form is kept by the line manager and the position holder. Position title Job title (HR Practitioner to provide) Assistant Finance Officer Assistant Finance Officer POSITION DETAILS Position grade (if known) PC07 Date last graded (if known) Academic faculty / PASS department Faculty of Humanities Academic department / PASS unit Faculty finance Office Division / section Date of compilation 13 September 2017 ORGANOGRAM (Adjust as necessary. Include line manager, line manager s manager, all subordinates and colleagues. Include position grades) Faculty Finance Manager Assistant Finance Manager Senior Finance Officer Senior Finance Officer (Research) Finance Officers (research) x 2 Assistant Finance Officers x 2 The main purpose of this position is PURPOSE Assist the Faculty Finance Manager, Assistant Finance Manager and other members of the Faculty Finance team in providing a professional purchasing and financial administrative support service to the faculty and its departments. This job description is not an exhaustive list of all the tasks and, in a changing environment, the specific tasks assigned may differ in detail, but the level of responsibility and overall nature of the work will remain the same. 16 May 2017 Page 1 of 8 HR191

7 Key performance areas % of time spent 1 Purchasing 35% CONTENT Inputs (Responsibilities / activities / processes/ methods used) Process purchase order requests according to customer requirements/specification ensuring that UCT s policies and procedures are adhered to. Process orders within 24 hours of receiving a request. Research materials and vendors so that delivery time, cost and equality are optimal. Use meaningful text descriptions and materials groups to ensure VAT is correctly applied. Follow up on outstanding deliveries, invoices, and credit notes with vendors and department and faculty staff timeously. Ensure delivery and billing is in line with the relevant purchase order specifications. Run the weekly PO report to identify and follow up on open Gr s and deliveries. Run the monthly PO report to identify and follow up on open GR s and payments. Compile the Faculty s monthly purchasing KPI report by collating KPI reports received from the departments and units. Ensure all reports are received, done correctly and that outstanding PO s are GR d. Liaise with Creditors regarding vendor queries and facilitate timeous payment of vendors Communicate and advise Humanities staff on UCT s purchasing policies and procedures, relevant purchasing information and updates to them and ensure compliance. Outputs (Expected results) Reduced risk and customers kept informed of UCT s policies and procedures A cost effective, efficient and time saving process. Cleaner reports with less queries and corrections. Control mechanism for purchase orders Happy, compliant customers/researchers. 16 May 2017 Page 2 of 8 HR191

8 2 Purchasing Card 35% Applying UCT s purchasing policies and procedures, procure goods and services using the UCT purchasing card wherever appropriate and possible. Process orders within 24 hours of receiving a request. Research materials and vendors so that delivery time, cost and equality are optimal. Posting Purchasing Card transactions: Ensure Pcard transactions are processed timeously. Ensure all and correct supporting documentation is received and that the FM050 (missing documentation form) is not misused. Ensure correct cost and G/L allocations of transactions. Run weekly/monthly unapproved Pcard transaction reports and follow up thereon. Run and send monthly Pcard expense reports to line managers and unapproved transaction reports to card holders. Prompt expensing to fund. Reduced risk. No journal corrections to correct cost allocation. No unapproved Pcard transactions older than I month Pcard expenses reviewed as per policy. 3 Funds Management and Admin Support 30% Complete and submit necessary forms to create Fund Centres, Cost Centres, Real Internal Orders, and to open and close funds. Ensure accuracy of fund information, fund rules and fund attributes. Assist with ongoing funds clean-up process. Maintain log sheets and registers and where necessary, ensure copies are made and filed appropriately. Accurate recording and efficient financial administration. Correct fund numbers, Cost Centres and Rio s used. Efficient filing and control systems in place. Critically review journal requests, subsistence and travel claims, and advances and clearing of advances, invoice and receipt requisitions and other assigned UCT admin forms. Ensure own knowledge of UCT s policies and procedures are current and complete. Daily processing is completed accurately and promptly and queries resolved. Efficiency and effectiveness is promoted and stakeholders are correctly advised and communicated with. Provide a professional face-to-face (walk-in), telephone and communication service to faculty clients and serve as the front line for the Finance Office. Client queries are dealt with or referred to the correct person. 16 May 2017 Page 3 of 8 HR191

9 Contribute to maintaining the Policy and Procedure file on the G drive. Co-ordinate the Fixed Asset count process by ensuring departments have received their listings and are meeting their deadlines. Any other duties that may be delegated by line manage 16 May 2017 Page 4 of 8 HR191

10 MINIMUM REQUIREMENTS Minimum qualifications Grade 12 with Accounting or equivalent bookkeeping qualification. Minimum experience (type and years) 3 years of relevant accounting experience Skills Proficiency in Microsoft Excel and Word. Excellent communications skills Knowledge A sound knowledge of SAPR3 or an equivalent ERP system. Professional registration or license requirements Other requirements (If the position requires the handling of cash or finances, other requirements must include Honesty to handle cash or finances.) Competencies (Refer to UCT Competency Framework ) Competence Level Competence Level Analytical thinking and problem solving 1 Communication 1 Building interpersonal relationships 1 Planning and organizing/work management 1 Client service and support 1 Quality commitment/work standards 1 University awareness 1 SCOPE OF RESPONSIBILITY Functions responsible for Amount and kind of supervision received Amount and kind of supervision exercised Decisions which can be made Decisions which must be referred CONTACTS AND RELATIONSHIPS Internal to UCT External to UCT AGREED BY PRINT NAME SIGNATURE CONTACT NO. DATE Position Holder Line Manager HOD 16 May 2017 Page 5 of 8 HR191