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FINANCE ADMINISTRATOR: FINANCIAL ACCOUNTING

Construction Education & Training Authority - Midrand, Gauteng

Job Details

Full-time

Full Job Description

JOB PURPOSE AND PROFILE

To provide administrative and financial support to the Financial Accounting unit to ensure the effective and efficient running of the office, provide superior service and to support the CETA in the execution of the overall strategy.

RESPONSIBILITIES:

Coordinate and provide administrative duties in the business unit such as, receiving telephone calls, correspondence and emails and flagging them as required.
Work with the Finance Officer and Financial Accountant to prioritise an agenda and focus on the most important issues and opportunities within the business unit.
Develop, maintain and update the business unit’s annual meetings planner.
Coordinate the business unit’s meetings and preparation and ensure that all invitations, logistics, minutes and relevant agendas and material are provided.
Attend key meetings as directed by the team with the purpose of ensuring follow-up and execution on identified actions.
Provide input and formulate business presentations in consultation with the team.
Work with the business unit to strategise and manage a portfolio of relationships relevant to the business unit.
Order, receive, verify, store and maintain an accurate inventory of office supplies as required.
Perform special projects as required in the business unit, including the review, research, summarisation and analysis of information.
Provide support on the CETA’s special projects, campaigns and events.
Support the development of high-quality templates and tools to assist with the effective management of and continuous improvement within the business unit’s process efficiencies.
Provide administrative support in financial management related activities to ensure that the business achieves its tactical work plan goals.
Respond to routine queries and escalate higher-level requests to the relevant staff in the business unit as required on time.
Prepare non-routine and routine correspondence and proofread relevant documents before circulation.
Assist in the effective and efficient management of document flows and the retrieving and archiving of information in a confidential manner.
Assist in the preparation of the Financial Accounting relevant reports for review and submission by the Finance Officer and Financial Accountant.
Assist in the capturing of relevant information and maintaining the database for the business unit, ensuring data integrity.
Assist in the coordination and verification of relevant invoices and supporting documents from the business units.
Assist in the preparation of the Financial Accounting relevant reports for review and submission by the Financial Accountant.
Assist with the payment administration of the payroll from payment schedules received from Human Resources business unit.
Perform any duty, lawful and reasonable task or responsibility as directed by the supervisor.
Perform all duties and responsibilities in line with applicable Acts, Regulations and per CETA relevant policies and procedures.
Assist in identifying and adhering to fraud controls, risk prevention principles, sound governance and compliance processes, and tools to identify and manage risks.
Support and provide evidence to all internal and external audit requirements.
Maintain quality risk management standards in line with relevant requirements.
Maintain and enforce all related Service Level Agreements to minimise business risk and ensure business continuity.
Review related Standard Operating Procedures in consultation with the Financial Accountant to ensure business optimisation.
Adhere to all relevant laws, policies and Standard Operating Procedures throughout the organisation.
Assist CETA in mitigating all risks as per strategic risk registers by following policies, procedures, Acts and Standards of GRAP and acting ethically in all discharge of responsibilities.
Contribute to the review and update of the CETA policies and procedures.
Prepare and submit to supervisor accurate, complete and credible monthly reports as required for consolidation and tabling at monthly EXCOs.
Ensure all work performed is backed-up regularly as per ICT polices onto the CETA electronic servers.
Apply / implement and undertake all activities and duties in line with policies, procedures and relevant laws and regulations applicable to the task at hand.
Attend risk, compliance, ethics and fraud prevention updates meetings, trainings and workshops as scheduled by CETA.
Contribute to the risk maturity levels at the CETA
Follow protocols and report suspicious activities, corrupt or fraudulent activities that one is aware of; onto the CETA whistle blowing and fraud prevention hotline.
Ensure that all relevant CETA registers, reconciliations and regulatory reports are compiled and submitted on time.
Build and maintain relationships with all CETA officers including EXCO, for the purposes of expectations management and knowledge sharing.
Provide advocacy on matters related to the business unit to make informed decisions.
Represent and participate in the organisation’s committees and tasks teams when required.
Convene and attend meetings and present findings and business cases to relevant stakeholders when required.
Implement timeous communication on progress and challenges in achieving the tactical work plans to impact stakeholders.
Attend industry related forums, conferences, and workshops to gain industry insight for the purpose of business improvement.
Attend and address all stakeholder queries timeously and effectively.
Assist stakeholder by directing and guiding them where they require assistance from CETA.
Provide support in creating a high-performance culture and manage team performance effectively and provide input into the annual performance goals and measures into individual work plans based on agreed upon objectives.
Provide support in the management of poor performance and disciplinary matters in line with the CETA’s policies and procedures.
Live and provide exemplary behaviour, driven by CETA values as tasks and functions are being executed.
Supervise and expose and support interns allocated to the Finance department.
Assist with the supervision of the team, by planning, assigning and monitoring tasks aligned to deliver on performance objectives and in response to changes in processes.
Provide support in the enhancement of relevant knowledge and skills through continuous coaching, mentoring and nurturing of supervised talent.
Provide support in creating a high-performance culture and manage team performance effectively and provide input into the annual performance goals and measures into individual work plans based on agreed upon objectives.
Provide support in the management of poor performance and disciplinary matters in line with the CETA’s policies and procedures.
Live and demonstrate exemplary behaviours driven and anchored on / by CETA values.
Encourage and incentivise staff to live CETA values.
Ensure that on-the-job training, learning, and development is taking place.
Share and play an effective role in ensuring that teams assist in achieving of strategic goals and mandate of the CETA.
Contribute to the financial sustainability of CETA by ensure no wasteful and fruitless expenditures are incurred in responsibility.
Ensure that is assisting the business unit to operate within the allocated operational budgets.

DESIRED SKILLS, EXPERIENCE AND COMPETENCIES

Matric/Grade 12
Diploma in Finance, Accounting or a related field at NQF Level 6
Proof of registration with a professional body

Other Requirements

1-2 years’ experience in finance administration or a related field
Valid Driver’s License

The following attributes are necessary to succeed in this role:

Punctual, self-discipline and a motivated team player.
Ethical consciousness and conduct in all dealings with the matters of CETA.
Emotionally intelligent and communicates well across all levels.
Analytical and pay attention to detail.
Deadline driven.
Adaptable and problem-solver.
Excellent negotiation and organising skills.
Innovative and creative self-starter.
Ability to work with difficult individuals.

REMUNERATION AND BENEFITS

Remuneration for this role is a negotiable basic plus benefits package per annum, in line with the CETA Remuneration Policy and the applicable salary scales. A competitive package will be negotiated to attract best candidates.

The appointment will be a long-term appointment linked to CETA licence, subject to satisfactory performance as per Performance Management Policy of the CETA.

PLEASE NOTE

Shortlisted candidates will be subjected to vetting and assessment process by the CETA; with the successful candidates subjected to security vetting.

Interested applicants should send an application letter together with a detailed Curriculum Vitae, names of contactable referees and copies of academic qualifications through CETA recruitment/ vacancy portal.

Please note the following contact details are for enquiries about JOB CONTENT ONLY and NOT for application purposes.

Enquiries: Email: [email protected]/ [email protected]

The CETA reserves the right to cancel this advert, and / or not to appoint.

CETA will only correspond with shortlisted candidates. If you do not receive correspondence from CETA within 4 weeks of the closing date, please consider your application unsuccessful.

Closing Date: 18 September 2024 at 23h59

“CETA is committed to providing equal opportunities and practicing affirmative action employment. It is our intention to promote representativity (race, gender, disability) in the organisation through filling of this position and candidates whose appointment will promote representativity will receive preference”.

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