School of Education, Schools Development Unit

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) POSITION DETAILS Schools Development Unit (SDU) Finance Officer Senior Finance Officer Position grade (if known) 9 Date last graded (if known) Academic faculty / PASS department Academic department / PASS unit Division / section Humanities Date of compilation 28 August 2018 School of Education, Schools Development Unit ORGANOGRAM (Adjust as necessary. Include line manager, line manager s manager, all subordinates and colleagues. Include position grades) School of Education Head of Department SDU Director Pay Class 12 Senior Finance Officer Pay Class 9 Finance Admin. Assistant Pay Class 7 PURPOSE The main purpose of this position is to take overall responsibility for running the School Development Unit s financial systems. To this end, the main performance areas of the job are: Financial Management; Cost Reporting; Line Management (of Administrative Assistant - Finances); Overseeing HR processes (such as contracts); Purchasing; General SDU Administration. The Senior Finance Officer reports directly to the SDU Director and liaises directly with the various branches of Humanities Faculty Admin, including Finances and HR. 28 August2018 Page 1 of 5 HR191

2 CONTENT Key performance areas % of time spent Inputs (Responsibilities / activities / processes/ methods used) Outputs (Expected results) E.g. General and office administration 25% Takes, types up and distributes minutes and agendas for monthly departmental meeting. All staff members receive an electronic copy of accurate minutes and agendas, in the departmental template/format, a week before the meeting. Greets visitors, enquires as to the nature of their visit and directs them to the appropriate staff member. Visitors are directed to appropriate staff member in a professional and efficient manner. 1 FINANCIAL MANAGEMENT 30% Process financial transactions in accordance with UCT s policies and procedures SDU management and staff are kept up to date on the financial status of the Unit and project/programme funds Financial statements prepared for management and staff meetings Supplying funders with financial reports as required Invoices and journals are processed timeously including the clearing of advances Monthly Financial Report on Incomes and Expenses and Cash Flow report submitted to SDU director prior to monthly Managers Meeting and subsequent Staff Meeting As per agreed to funders deadlines 2 COST REPORTING 20% SDU director and project/programme managers kept informed of financial status of projects/programmes Quarterly project/programme income and expenditure reports submitted by end-april (Q1); end-july (Q2); end- October (Q3). Year-end (and Q4) by end-january of new year 3 BUDGETING 15% Assist SDU director and project/programme managers to prepare budgets Oversight of all budget proposals to ensure that they conform to SDU and UCT requirements; including Cost Recovery as per Faculty guidelines Budget vs Quarterly reports prepared as per KPA 2 above Faculty Finance confirms that SDU budget proposals conform to UCT requirements 28 August 2018 Page 2 of 5 HR191

3 4 LINE MANAGEMENT Oversee and monitor work of Administrative Assistant-Finance, to ensure smooth functioning of SDU operations Administrative Assistant Finance meets objectives as per job description and DD Assess performance of Administrative Assistant Finance through annual DD process DD documentation submitted as per Faculty HR deadlines 5 OVERSEEING HR PROCESSES Ad hoc appointments and monthly ad hoc payments as per Project/Programme requirements Check ad hoc payments spreadsheet and ensure monthly payroll to ensure that all payments have been captured correctly Appointments and payments processed correctly and timeously as per Faculty and HR month-end deadlines 6 PURCHASING Manage purchasing processes Journal processing and clearing of advances Oversee purchase card transaction processing Oversee petty cash purchases All purchases are processed correctly (with budget line items indicated) and timeously as per faculty and HR deadlines 28 August 2018 Page 3 of 5 HR191

4 GENERAL SDU ADMINISTRATION Manage SDU Asset register Manage filing of staff leave forms and submission thereof to Faculty HR Six monthly up-date of SDU Asset register All Leave Forms submitted as per requirement; hard copies of leave forms filed; monthly update of Leave spreadsheet submitted to SDU director 7 Allocation of telephone and printing costs to projects/programmes and individual staff members Assist in planning and running of Unit events and functions Oversee office maintenance and furniture requirements Participate in induction of new staff as required Any other tasks / duties that may be appropriate to this position Monthly telephone and print reports submitted to SDU Director prior to monthly Managers Meeting New staff are fully conversant with SDU policies and procedures 28 August 2018 Page 4 of 5 HR191

5 MINIMUM REQUIREMENTS Minimum qualifications National Diploma in Accounting and Financial Management Minimum experience (type and years) Skills Knowledge 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 ) 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 A finance background with at least three years financial management experience, preferably in a Higher Education environment. A broad knowledge and understanding of financial and management accounting principles and systems. Ability to work under pressure and to work independently and accurately with a minimum of supervision. Ability to work methodically, efficiently and meticulously.good communication and interpersonal skills. Attention to detail and accuracy. MS Office Suite (Outlook, Word and Excel); SAP R3 or an equivalent financial management system; general administrative expertise Not required Competence Level Competence Level Analytical thinking/problem solving 2 Quality commitment/work standards 2 Building interpersonal relationships 2 Teamwork/collaboration 2 Client service support 2 University awareness 2 Communication 2 People management (including performance & development) Planning and organizing/work management 2 Resource management 2 SCOPE OF RESPONSIBILITY Financial management of the Schools Development Unit (SDU); including cost reporting; budgeting and purchasing. Oversight of HR processes; line management of administrative assistant finances. General SDU administration. Minimal but oversight provided by SDU Director Financial oversight, guidance and support offered to SDU project/programme managers and SDU Director All decisions associated with position Strategic financial planning undertaken in consultation with SDU Director 2 CONTACTS AND RELATIONSHIPS Internal to UCT Faculty Finance, Central Finance External to UCT SDU funders 28 August 2018 Page 5 of 5 HR191