Population Council: Finance and Administration Assistant

Population Council: Finance and Administration Assistant

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

Requirements:

• 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.

Knowledge:

• 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.

Skills:

• 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.

Experience:

• 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.

Duties:

• 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 admin-pcjoburg@popcouncil.org. Please ensure that you meet the requirements criteria for the position. Only shortlisted candidates will be responded to.