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Population Council: Finance and Administration Assistant

Friday, September 7, 2012 - 10:34
Population Council

Population Council: Finance and Administration Assistant

Please note: this opportunity closing date has passed and may not be available any more.
Opportunity closing date: 
Friday, September 21, 2012
Opportunity type: 
The Population Council seeks to appoint an experienced Finance and Administration Assistant, based in Johannesburg, Gauteng. The primary function of this individual is to provide a wide range of financial and administrative support to the Office Manager and Country Director. The individual must demonstrate willingness to take up a challenge in organising a demanding workload, and an ability to demonstrate a professional and mature attitude regarding work.

This position is a one-year fixed term contract and may be renewable depending on availability of funding and performance.
Position reports to                 : Office Manager
Job purpose                            : To provide efficient and reliable Financial Management & Administration support

  • Appropriate Diploma relevant to Finance & Administration;
  • At least 3 years working experience in similar position;
  • Computer literacy;
  • Excellent writing and communication skills;
  • Good Interpersonal and organisational skills.
  • The potential candidate must demonstrate a strong knowledge of the double entry system in analysing and recording business transactions;
  • Full knowledge of Fund EZ or similar systems such as Navision or Citrix is essential;
  • Knowledge of other accounting software packages will be considered;
  • Knowledge of the VIP Payroll system will be an advantage.
  • Accuracy recording of accounts payable;
  • Ability to compile creditors reconciliations;
  • Ability to co-ordinate travel related documentation leading up to invoices payable;
  • Ability to coordinate office supplies with proper documentation of expenses incurred;
  • Accuracy in reconciling and reviewing petty cash and company credit cards;
  • Excellent handling of e-mail communication and other forms of written communication;
  • Clear verbal and written communication skills;
  • Ability to complete statutory forms and returns such as PAYE & VAT;
  • Ability to prepare and process cash book and related journal entries;
  • Ability to work under pressure to meet deadlines;
  • Good organisational skills and ability to work well with people;
  • Ability to learn quickly and expand scope of functions;
  • Proficiency with computer application including Microsoft Word, Excel and PowerPoint;
  • Mature attitude and good interpersonal skills.
  • The potential candidate must have at least 3-5 years experience in accounting at a bookkeeping level up to trial balance;
  • Must be able to analyse and account for complex cost centre of transactions;
  • Must have ability to multi-task and support other divisions within the company without losing focus on his/her role;
  • Previous experience in NGOs and USAID funded projects will be an advantage.
  • Match invoices received to PO’s issued, prepare payment vouchers with supporting documents for releasing payments;
  • Prepare cash analysis report on a weekly basis;
  • Follow up on wire requests from New York to South Africa for the programme and office activities;
  • Monitor petty cash and ensure petty cash is used for approved purposes;
  • Ensure relevant receipts are submitted for all petty cash handed out to staff;
  • Check accuracy of  daily, weekly and monthly reconciliation of  petty cash;
  • Ensure petty cash float is kept at approved level with requests to top up submitted on time;
  • Ensure all travel advances are adequately completed with relevant attachments;
  • Receive and review travel advance liquidations from the traveling staff;
  • Follow up and report diligence on un-liquidated travel advances;
  • Record all assets purchased and movements to the property log;
  • Tag all assets and update the property log accordingly;
  • Work closely with the Supervisor when compiling budgets;
  • Be involved in the compilation of periodic reports as directed by the supervisor;
  • Act as the point of contact for on financial & administration enquiries;
  • Operate Fund EZ and VIP systems;
  • Any other work-related responsibilities assigned by supervisor.
Opportunity closing date: 21 September 2012

Applicants can apply by sending their CV and covering letter to Please ensure that you meet the requirements criteria for the position. Only shortlisted candidates will be responded to.