POSITION DETAILS. ORGANOGRAM (Adjust as necessary. Include line manager, line manager s manager, all subordinates and colleagues. Include job grades)

Transcription

1 HR191 JOB DESCRIPTION NOTES Forms must be downloaded from the UCT website: This form serves as a template for the writing of job descriptions. A copy of this form is kept by the line manager and the job holder. Position title POSITION DETAILS Finance Manager: Graduate School of Business Job title (HR Practitioner to provide) Job grade (if known) 12 Academic faculty / PASS department Academic department / PASS unit Division / section Finance Management Accounting Date of compilation 11 May 2016 ORGANOGRAM (Adjust as necessary. Include line manager, line manager s manager, all subordinates and colleagues. Include job grades) Director: Graduate School of Business Director: Group Finance PC 13(4) Director: Management Accounting PC 13(5) Finance Manager: Graduate School of Business PC 12 THIS POST Finance Managers: Other Faculties (x7) PCs 11-13(5) Finance Managers: PASS (x9) PCs PA / Finance Assistant (Purchasing) PC7 (Shared with Ops Manager) Assistant Finance Manager PC10 Senior Finance Officers (x2) PC9 Purchasing Officer PC8 Debtors Clerks (x2) PC8 Finance Officer PC7 PURPOSE AREA FINANCE MANAGER: To provide a strategic, responsive, sound and enabling financial, systems, policy and administrative framework within which the Business School and Breakwater Lodge is able to function optimally. To exercise joint accountability with the Director of the GSB for the full range of financial functionality devolved by UCT s central administration to the operational area, and to provide leadership with regard to all financial matters within the Business School. To provide appropriate financial management and support services to the Director of the Business School, heads of departments and general staff within the GSB & BWL in accordance with University requirements, policy and procedures. MANAGEMENT: To be a member of the GSB senior management team (MANCO) and to provide a high-level financial, strategic, systems & operational perspective to shape the direction of the school in alignment with university objectives and the school s strategic direction. To provide guidance on institutional alignment, ensure adherence to statutory requirements, assess risk and strive for operational efficiencies across the entire unit. To be a member and chair the GSB BWL Protea Hotel Management Committee and exercise joint accountability (role of Owner Designate with the GSB Operations Manager) to manage the formal relationship with the Breakwater Lodge (BWL) hotel operator, to ensure that BWL finance and operations activities are in alignment with the school s strategy. 19 May 2015 Page 1 of 8 HR191

2 Key performance areas (4 6) (What) % of time spent 1 Financial planning and budgeting 20% 2 Financial analysis, evaluation and reporting 30% JOB CONTENT Activities / Objectives / Tasks (How) Prepare, consolidate and review plans and budgets for all supported units. (Operational, BWL, Capex and Projects). Assist the GSB Director, HODs and Principle Investigators with the preparation and review of multi-year, annual and periodic budgets and financial reports. Generate financial models that assist the evaluation of strategic initiatives for inclusion in the general budgets. Facilitate and drive tuition and executive fee comparisons with competitor set and provide fee proposal motivations for Council. Ensure revenue targets (price / volume) targets are set commensurate with achieving strategic objectives. Evaluate staff planning and budget information, produced by the HR Department for annual budgeting purposes, for accuracy, before distribution within the unit. Provide assistance to appropriate staff regarding general budgeting and financial reporting needs, including business plans and costing and pricing proposals. Review Research project budgets and implement UCT and faculty research cost recovery policy and procedures in accordance with national legislation. Prepare periodic (monthly, quarterly and annual) management accounting reports and project reports. Obtain input and commentary on performance, progress and reasons for variances, where relevant. Ensure that reconciliations and controls are performed. Identify and report on financial irregularities and potential problems to line management. Results / Outcomes (Why) Financial plans are submitted on time. Budget and planning information is consistent, appropriate and complete. Strategic priorities/ objectives are costed into revenue targets and budget submissions. Research project budgets are reviewed, faculty cost recovery determinations are made in accordance with policy and procedure, and are timeously communicated to Research Contracts office. Management accounting reports. To pro-actively appraise GSB Director & HOD s of current financial forecasts to enable sound management decision making. All transactions processed on the UCT accounting system comply with UCT s financial policies and regulations. 19 May 2015 Page 2 of 8 HR191

3 3 Financial control and risk management 15% Perform all authorized system budget transactions and monitor budget changes at regular intervals. Ensure that all system requirements in terms of year-end procedures have been met timeously. Prepare ad hoc financial statements/reports on externally-funded activities and perform ad hoc investigations as required by the client. Facilitate external and internal audits together with related departments and Central Finance, prepare and review information for audits as required, and refer recommendations to relevant parties for follow up. Ensure that system fund centres, funds and cost objects are set up and maintained to support the unit s operations, accountability structures and specific requirements. Review and confirm system roles and fund centre access for all staff members in unit twice a year as required by UCT Systems Liaison. Create, implement and monitor processes and procedures to inform monthly forecasts. Ensure integrity and accuracy of financial systems and processes. Implement and monitor compliance with and effectiveness of corporate governance procedures, risk management measures and internal controls. Advise managers on all aspects of financial policy and control. Perform investigations regarding effectiveness and/or efficiencies within the faculty and formulate proposals for improvement. Identify potential risk areas and make recommendations. Engage with members of the Central Finance Department as well as internal All BWL financials are accurately and timeously included in UCT s accounting system. Effective financial control systems are in place. Reconciliations are performed. Financial irregularities and problems are reported timeously. Year-end procedures are completed. Audits are completed and audit recommendations are referred to relevant parties. Compliance with financial policy, processes and procedures. System user access is regularly monitored and updated. Internal control systems are established, including a KPI dashboard for management and reporting purposes. Corporate governance procedures in place. Professional advice. Effectiveness and efficiency of proposals/improvement plans. Proper systems and controls in place to ensure effective and efficient fiscal discipline. Funds are not in deficit, advances are cleared and outstanding GR s are actioned. Accurate and current asset lists per department/unit. BWL cash budget is provided in line with plan and current financial performance. Minimize losses due to bad debt. Professional debtors / billing / collection service is provided. 19 May 2015 Page 3 of 8 HR191

4 4 Financial Advice (including pricing of programmes and courses) 20% and external auditors in matters relating to risk exposure. Ensure that proper financial systems and controls are in place to manage payments to staff, suppliers and vendors, and monitor spending faculty-wide. Ensure that proper financial systems and controls are in place to manage revenuegenerating activities, and monitor revenue faculty-wide. Monitor and facilitate desired outcomes of management control activities including Purchasing KPIs, funds in deficit, uncleared advances, unreleased deliverables and unpaid invoices. Manage and facilitate departmental Fixed Asset counts and required reporting. Manage and oversee Banking Online cash request and payment release for BWL. Ensure due diligence controls are adhered to for processing of all BWL payments. Ensure trade debt collection policies are applied. In collaboration with UCT Debtors, ensure best practice is adopted with respect to invoicing / billing of corporate clients. Advise the Director of the GSB on any relevant matters affecting the finances of the Faculty & BWL. Advise academic and administrative clients on UCT business processes and problem-solving. Ensure UCT Fee policies are communicated and applied throughout the GSB. Ensure marketing materials (web / print) accurately reflect fees and pertinent policies. In consultation with UCT Fees Manager agree payment terms for students in need. Provide input to key strategic decisions and formulation of business strategies. The Director is fully informed on relevant financial matters. Professional financial advice provided. Business strategies and decisions include financial implications and risk assessments. Positive client feedback. Ensure UCT GSB Fee Revenue is not compromised. Provide advice to applicants, students, programme directors and GSB Director. with respect UCT Fee Policy and impact on financial performance. 19 May 2015 Page 4 of 8 HR191

5 5 Recruitment, education and training: faculty-wide 5% 6 Human resource management: own department 10% Contribute to medium and long term business planning. Advise on the financial implications and consequences of business decisions. Assist in negotiations for major projects/loans/grants/bridging finance/investment strategies/etc. Provide input on strategies to improve business performance. Participate actively in the formulation and review of job descriptions, and in the recruitment processes of all departmental administrative staff with financial responsibilities in the school. Assist with the training and mentoring of departmental administrative staff in relation to financial responsibilities, both on-the-job and through participation in meetings and workshops. Mentor and support the development of new departmental administrative and academic staff with regard to finance and related matters. Coach non-financial managers in interpreting and communicating financial data. Take responsibility for workforce planning for own department. Ensure fair allocation of workloads. Ensure job descriptions for each position and regular updates. Contribute to the recruitment process for positions in own department. Take responsibility for new staff induction. Take responsibility for performance agreements for all staff. Manage remuneration for own staff. Manage staff training, development, coaching and mentoring. Manage employment relations (grievance, discipline and conflict resolution). Manage staff leave within own department. Financial administration job requirements are clearly stated, and appointed staff have the required competencies for the job. Administrative staff/ non-financial managers understand financial matters and processes within the University. Positive client feedback. All human resource functions relating to own staff are carried out timeously and in accordance with UCT HR policy, and relevant legislation. Relevant documentation is correctly completed, signed off and processed. Relevant reports are timeously prepared, presented and made available to appropriate role players. Workforce plans are prepared and implemented. Updated job descriptions. Performance contracts for all staff and regular reviews. Staff are well trained and equipped to meet the performance standard expected. Positive working relationships. Motivated staff. 19 May 2015 Page 5 of 8 HR191

6 Ensure that staff records are kept up to date. 19 May 2015 Page 6 of 8 HR191

7 ROLES AND DUTIES expanded further clarification The successful candidate will work closely with the GSB Director and senior departmental executives (MANCO) to develop GSB initiatives and financial operating plans, measuring progress against the strategic plan Assist the GSB Director and HOD s / MANCO by providing integrated financial and operational targets for all UCT GSB profit centres in order to achieve both the strategic and financial objectives required by the School Monitor and evaluate all GSB Departments financial performance to ensure sustainable operations that support the strategic objectives Assist the GSB Director and HOD s / MANCO with setting profit margins consistent with the organizational objectives for all programmes Oversee contractual negotiations with respect to external customers and stakeholders, working closely with UCT Contracts Office BWL hotel designated owner representative, ensuring mutually beneficial strategies and policies exist for the hotel, the Operator, the GSB and ultimately UCT Support the development of an annual operating budget, ensuring it aligns with strategic priorities. Assist in the identification and implementation of continuous quality improvement processes, focusing on systems/process/ plant/ service-level improvements, benchmarked versus industry best-practice Oversee risk mitigation across the GSB s diverse operations Manage the tactical and operational activities and the personnel within the department Assist the GSB Director and HOD s / MANCO to ensure all new initiatives and centres are successfully on-boarded and with sustainable business models in place 19 May 2015 Page 7 of 8 HR191

8 MINIMUM REQUIREMENTS Minimum qualifications Minimum experience (type and years) a) An accounting degree (e.g. BCOM) or other equivalent accounting or management accounting / costing qualification, OR b) equivalent experience, which would equate to a minimum of 8 years with similar/same responsibilities at the level sought for this post. Coupled with a) above, 5 years relevant management experience, including as a member of a senior management team, in a large to medium size organizational environment, preferably with broad exposure to management accounting. Intermediate to advanced proficiency in Microsoft Excel and Word. 3-5 years system experience on SAP (CO and /or FI modules) or a similar ERP system. Attention to detail; proven high level analytical and interpretive abilities; report writing and an uncompromising attitude to meeting deadlines. Proven negotiation and presentation skills. An ability to interact successfully with individuals across various levels, within and external to the organization. A commitment to the provision of excellent client service in a cross-cultural environment. COMPETENCIES Competence Level Competence Level People Management 3 Meeting Facilitation / Leadership / Participation 3 Building Interpersonal Relationships 3 Written Communication 3 Analytical Thinking / Problem Solving 3 Professional Knowledge and Skill 3 Communication 3 Decision-making / Judgement 3 Planning and Organizing / Work Management 3 Initiating Action / Initiative 3 Information Management 3 Quality Commitment / Work Standards 3 University Awareness 3 Results Focus May 2015 Page 8 of 8 HR191