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

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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 Job title (HR Practitioner to provide) Finance Officer POSITION DETAILS Job grade (if known) Academic faculty / PASS department Academic department / PASS unit Division / section Date of compilation PC8 Humanities Faculty Finance Office ORGANOGRAM (Adjust as necessary. Include line manager, line manager s manager, all subordinates and colleagues. Include job grades) Faculty Finance Manager Assistant Finance Manager Senior Finance Officer Assistant Finance Officer Assistant Finance Officer Senior Finance Officer Research Finance Officer Research Finance Officer Research PC8 (This Post) The main purpose of this position is: - PURPOSE To assist the Finance Manager, Assistant Finance Manager and Senior Finance Officer in providing a professional research financial support service to the Dean, Central Finance, Departments, Research Units and Researchers. This includes all accounting functions relating to planning, budgeting and reporting, control and maintenance of funds. 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. 19 May 2015 Page 1 of 6 HR191

2 1 2 Key performance areas (4 6) (What) % of time spent JOB CONTENT Activities / Objectives / Tasks (How) Fund Management and Maintenance 15% Assist with the opening, administration and maintenance of relevant funds, databases and checklists. Review research related transactions and requests from academics and their support staff. Assist with the ongoing funds clean-up process, including monitoring and closing of inactive funds. Reporting and Monitoring 30% Compile financial reports for submission to funders. Ensure compliance with Funder and UCT requirements and take corrective action where needed. Reports and workings in Excel format to be saved with backing documentation on the shared G-Drive with copies in the Researcher s contract file. Monitor the delivery due list and follow up on outstanding deliverables. Run the Research Fund Balance report monthly and follow up on deficits. Run the monthly outstanding Floats and Advances Report and follow up on uncleared advances. Monitor the faculty internal award control fund and related correspondence and assist with the monthly reconciliation thereof. Results / Outcomes (Why) Clean funds with corrections and deficits kept to a minimum. Reports are clean and easy to read. Decrease in inactive open funds. Reporting dates are met and reports reconciled to SAP R3. Continuity is maintained. Accurate recording and efficient financial administration with efficient filing and control systems in place. Deliverables met on time improving UCT s cash-flow. Deficits are kept to a minimum. Advances are cleared timeously. Reports are clean and easy to read. 3 Cost recovery and Project Proposals 5% Assist with and provide guidance to PI s with the development of budgets and the costing of proposals. Ensure that proposals are in line with UCT s and the Faculty s cost recovery mandate and funder policies and procedures. Assist with applying the cost recovery template and preparing documentation for Faculty approval before the proposal goes to RCIP s for validation. UCT and the Faculty s policy is applied and our cost recovery targets are met. 19 May 2015 Page 2 of 6 HR191

3 4 Administration, Support and Resource Management 50% Provide a professional face-to-face (walk-in), telephone and communication to faculty clients. Critically review journal requests, subsistence and travel claims, advances and the clearing of advances, as well as invoice and receipt requisitions and other assigned UCT admin forms. Assist with collating audit packs for auditors as required. Provide purchasing and purchasing card clearing support as required. Run and monitor the Faculty s monthly KPI report Any other task that may be delegated by line management. Queries are followed up promptly. Daily Processing is completed accurately and promptly. Supporting documents are scrutinised and checked for relevance to forms. Feedback is given where forms are not completed correctly, and pending items are monitored. Grey areas are escalated to SFO and/or other line management for clarity. A smoothly run office with an efficient, informed and motivated team. 19 May 2015 Page 3 of 6 HR191

4 MINIMUM REQUIREMENTS Minimum qualifications Grade 12 with Accounting or a suitable qualification. Minimum experience (type and years) 5 years in a financial accounting environment 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 2 Communication 2 Building interpersonal relationships 2 Planning and organizing/work management 2 Client service and support 2 Quality commitment/work standards 2 University awareness 2 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 19 May 2015 Page 4 of 6 HR191

5 Internal to UCT External to UCT AGREED BY PRINT NAME SIGNATURE CONTACT NO. DATE Position Holder Line Manager HOD 19 May 2015 Page 5 of 6 HR191

6 19 May 2015 Page 6 of 6 HR191

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