Maths Centre: Finance Assistant

The Finance Assistant will support the Finance Manager by timeously and accurately preparing all cashbooks of the organisation and attaining one hundred percent accuracy in the processing of all expenses on the Pastel Evolution system and in this way ensure that corporate governance is of the highest standard position.

Responsibilities:

Travel Logs

• Collect travel logs by the 2nd of each month;
• Ensure that the travel logs are correctly calculated and that the relevant senior managers sign them off as correct;
• Ensure that the travel log schedule spreadsheet is maintained and kept up to date by entering the new totals each month and processing the figures on Evolution.

Nedfleet

• Maintain a nedfleet schedule for reconciliation purposes;
• Ensure that all travel logs are correct and signed by the senior manager;
• Process the nedfleet expenses and travel logs into Evolution;
• Apply for new nedfleet cards by completing the necessary documentation and collect the cards from nedfleet;
• Ensure Nedfleet cards are issued correctly and that they are signed for and the details are kept filed;
• Cards issued to employees in the provinces are posted by registered mail or directly from nedfleet if instructed when the card is requested;
• Monitor nedfleet usage against the travel log and update payroll department with the necessary salary deductions;
• Maintain an up to date car authorisation schedule.

Patty Cash

• Administer a petty cash float of R5 000;
• Reimburse expenses to staff and check that claims are legitimate;
• Make sure that there is always petty cash on hand.

Cash Book

• Update the bank transaction on Evolution for all of the MCPT bank accounts;
• Prepare the funding requirements between the call account and the current account;
• Process the transactions and update the cashbooks on Evolution;
• Request final bank statements for all bank accounts including the call account and process relevant entries such as interest received and bank charges on Evolution;
• Get Financial Manager to sign off all monthly Bank Reconciliation.

Fixed Assets

• Enter all fixed assets to the assets register and give assets codes;
• Mark all assets and allocate them to a staff member;
• Keep a file for all fixed assets and perform quarterly audits to see if all the fixed assets are in order;
• Make sure that the damaged assets are sold as scraps.

Inventory

• Receive stock in Evolution accounting system as and when received. This must be done in accordance with a signed off stock receipts schedule received from the sales and inventory controller;
• Maintain and process all suppliers, product codes, and pricing on the Evolution accounting systems. Amendments will be effected on written authority from Executive Director;
• Capture invoices once Stock Controller has packed orders;
• Capture stock take figures and print variance report;
• Reconcile the Inventory on Hand account on a monthly basis;
• Produce stock related reports or statistics as and when required by Management.

General Adhoc Duties

• Process all correcting entries once the Finance Manager has gone through the ledger;
• Attend to telephone queries from suppliers, employees, etc;
• Filing of all documentation;
• Compile the 3g card schedule monthly;
• Regularly check photocopier rental agreements and ensure that we not paying for agreements that are no longer valid;
• Assist the Finance Manager with development of any functions required for the smooth running of the Finance Department and the organisation;
• Propose any improvement areas in writing, regarding procedures, policies and systems as a member of the Finance and Sales Department;
• Implement changes in systems and procedures as agreed in writing, with the Finance Manager;
• Attend meetings as and when required to by the Finance Manager or the Executive Director.
• Carry out any ad-hoc functions as and when required by the Finance Manager or the Executive Director.

Requirements:

• Relevant qualification in finance;
• Minimum of two years’ experience working with Pastel Evolution within finance department;
• Must be computer literate with excellent skills in Word, Excel and outlook;
• Be of overall excellent health;
• Have a ‘nothing is too much trouble’ attitude;
• Feel that ‘completing the task in hand’ is more important than ‘run out of time’;
• Be a people’s person who can get on with the most difficult people;
• Be prepared to be assessed through key deliverables rather than an 8 to 4 job;
• Have excellent time management capability.

To apply submit a CV and motivational letter to nathi@mcis.org.za 

Please quote the source of this advertisement in your application - NGO Pulse Portal.

If you are not contacted by 31 May 2014, you must consider your application unsuccessful.

For more about Maths Centre, refer to www.mcis.org.za.

For other vacancies in the NGO sector, refer to www.ngopulse.org/vacancies.

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