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 POSITION DETAILS Finance Manager: Faculty of Science Job title (HR Practitioner to provide) Job grade (if known) 12 Academic faculty / PASS department Academic department / PASS unit Division / section Finance MAUS Date of compilation 12 June 2015 ORGANOGRAM (Adjust as necessary. Include line manager, line manager s manager, all subordinates and colleagues. Include job grades) Dean: Science Faculty of Science Manager: Financial Information Management PC 13(4) Manager: Operations Finance & Projects PC 13(5) Finance Manager: Faculty of Science PC 12 Finance Managers: Other Faculties (x7) PCs 11-13(5) Finance Managers: PASS (x9) PCs Assistant Finance Manager PC10 Senior Finance Officers (x2) PC9 Assistant Finance Officer PC7 PURPOSE AREA FINANCE MANAGER: To provide a strategic, responsive, sound and enabling financial, systems, policy and administrative framework within which the faculty is able to function optimally. To exercise joint accountability with the Dean of Science 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 faculty. To provide appropriate financial management and support services to the Dean of Science, heads of departments and general staff within the faculty in accordance with University requirements, policy and procedures. MANAGEMENT: To be a member of the Science senior management team (EXCO) and to provide a high-level financial, strategic, systems & operational perspective to shape the direction of the faculty in alignment with university objectives and the faculty 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. 19 May 2015 Page 1 of 6 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, Capex and Projects). Assist the Dean, HODs and Principle Investigators with the preparation and review of multi-year, annual and periodic budgets and financial reports. 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 the Executive Director: Finance. Perform all authorized SAP 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 Results / Outcomes (Why) Financial plans are submitted on time. Budget and planning information is consistent, appropriate and complete. 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. All transactions processed on the UCT accounting system comply with UCT s financial policies and regulations. 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. 19 May 2015 Page 2 of 6 HR191

3 3 Financial control and risk management 20% 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 SAP 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 SAP 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 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 Compliance with financial policy, processes and procedures. SAP 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. 19 May 2015 Page 3 of 6 HR191

4 4 Financial Advice 10% 5 Recruitment, education and training: faculty-wide 10% 6 Human resource management: own department 10% 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. Advise the Dean of Science on any relevant matters affecting the finances of the Faculty. Advise academic and administrative clients on UCT business processes and problem-solving. Provide input to key strategic decisions and formulation of business strategies. 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 faculty. 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. The Dean is fully informed on relevant financial matters. Professional financial advice provided. Business strategies and decisions include financial implications and risk assessments. Positive client feedback. 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 19 May 2015 Page 4 of 6 HR191

5 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. Ensure that staff records are kept up to date 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 6 HR191

6 Minimum qualifications Minimum experience (type and years) MINIMUM REQUIREMENTS 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 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 accounting experience on SAP or similar ERP system. Proven high level analytical and interpretive abilities and report writing. An ability to interact successfully with individuals from a wide range of professional and nonprofessional backgrounds, including internal (UCT) and external clients. A commitment to the provision of excellent client service in a cross-cultural environment. Public sector, Higher Education Institution, Research Council or Non-Governmental Organization experience would be advantageous. 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 3 AGREED BY PRINT NAME SIGNATURE CONTACT NO. DATE Job Holder Line Manager HOD. 19 May 2015 Page 6 of 6 HR191