Job Description: Administrative Data Management
Key Responsibilities
Administrative Data Management:
- Perform administrative tasks to support an efficient transcription process in line with company policies and procedures.
- Maintain an accurate and accessible electronic filing system in compliance with SOPs and legislative requirements.
- Ensure proper record management to uphold an effective Quality Management System.
- Gather, organize, and accurately capture up-to-date information in the required format.
- Transcribe documents, forms, and templates into standardized formats to meet compliance and quality standards.
- Track and monitor project outcomes in alignment with established timelines.
- Maintain high performance levels to achieve daily targets.
- Compile and submit relevant management reports to the appropriate manager.
- Maintain strict confidentiality of information and documentation at all times.
- Capture meeting minutes and distribute them to relevant stakeholders to support project execution.
Stakeholder Engagement:
- Communicate with stakeholders to obtain accurate information for transcription purposes.
- Submit completed and approved documents, forms, and records to the relevant department or manager for further action.
- Liaise with management to secure sign-off on assigned tasks, ensuring compliance with business standards.
Minimum Requirements
Experience:
- At least one year in an administrative role, including:
- Data capturing and typing at a junior level
- Proficiency in Microsoft Word and Excel
Education:
- Matric (Grade 12)
Key Competencies & Skills
- Attention to Detail: Ability to follow instructions accurately and efficiently.
- Communication Skills: Strong verbal, non-verbal, and written communication to effectively interact with individuals and teams.
- Time Management: Ability to plan, schedule, and execute tasks in alignment with business priorities.
- Analytical & Critical Thinking: Capable of gathering and analyzing data to identify problems, assess options, and determine solutions.
- Information Management: Proficient in organizing, capturing, and retrieving data for decision-making purposes.
- Quality Management: Ability to set standards, implement quality control processes, and ensure continuous improvement to meet compliance requirements.
Join our team and contribute to a well-structured, efficient, and high-performing administrative environment!
Job Description: Finance and Payment Processing Specialist
Key Responsibilities
Payment Processing
- Process and load approved supplier payments, including staff expense claims, ensuring compliance with company policies.
- Prepare and manage subledger EFT payments and ad hoc payments for the Rest of Africa (ROA).
- Ensure all payments are fully released daily within bank cutoff times.
- Distribute remittances and proof of payments to suppliers and relevant stakeholders while maintaining proper documentation.
- Administer monthly debit orders, ensuring sufficient funds and verifying that only approved transactions are debited, escalating new debit orders for review.
- Load foreign suppliers on the banking platform promptly and submit required documents for approval.
- Secure exchange rates for foreign payments through the banking foreign market trading platform.
- Process and verify approved foreign payments, ensuring correct currency usage.
- Monitor and reconcile foreign supplier trial balances for cleared invoices.
Financial Reporting & Month-End Reconciliation
- Process and allocate cashbook transactions for all bank accounts weekly and monthly, ensuring accuracy and correct General Ledger allocations.
- Perform monthly cashbook balance sheet reconciliations, resolving discrepancies in collaboration with financial institutions and business units.
- Allocate foreign transactions to appropriate GL accounts and periods, raising accruals where necessary.
- Raise monthly accruals for interest earned and bank charges, ensuring proper allocation of withholding tax where applicable.
Treasury Function Management
- Oversee weekly treasury operations, including cash management, bank reconciliations, and foreign exchange transactions.
- Monitor and review bank balances, ensuring compliance with approved closing balance mandates.
- Maintain sufficient liquidity to meet operational needs for current and imprest accounts.
- Review imprest bank account balances daily and request top-up approvals for overdrawn accounts.
- Compile and maintain daily and weekly cash flow forecasts for operational cash requirements.
- Transfer funds between bank and call accounts to optimize interest earnings while maintaining cash flow availability.
Petty Cash & Corporate Credit Card Administration
- Manage and issue petty cash for the support office, ensuring proper authorization before fund release.
- Process and generate Fraxion requests for petty cash transactions with accurate GL allocations.
- Reconcile foreign petty cash issued for overseas travel and record received funds.
- Provide monthly credit card statements to cardholders and review supporting expenditure documents.
- Follow up with users on overdue credit card expense submissions and seek approval for suspensions if delays exceed three months.
- Prepare monthly corporate credit card reports for month-end reporting.
Process Improvement
- Analyze and optimize accounting and cashbook processes to improve efficiency and accuracy.
- Implement automation and best practices to enhance financial operations.
- Identify departmental challenges and contribute to process improvement solutions.
General Office Administration & Governance
- Ensure timely distribution of imprest bank account statements to branches for weekly and monthly submissions.
- Maintain financial records for audit compliance and legal adherence.
- Complete filing within agreed timelines, ensuring compliance with relevant legislation.
- Assist with ad hoc finance-related tasks as required.
- Align with SBV Services’ ISO 9001:2015 Quality Management Standards to ensure compliance.
- Support ESG (Environmental, Social, and Governance) initiatives and contribute to positive reporting outcomes.
Change Management & Communication
- Serve as a change leader, ensuring smooth business transitions and continuity.
- Facilitate the integration of business units into a seamless operational framework.
- Communicate and implement new processes, escalating concerns to Subject Matter Experts (SMEs) as needed.
- Conduct presentations, workshops, or forums to ensure consistent messaging across the organization.
Minimum Requirements
Education:
- Matric (Grade 12) with Accounting and/or Mathematics
- Tertiary qualification in Finance (3 years)
Experience & Skills:
- 3+ years of experience in a Finance department
- Strong knowledge of accounting concepts and principles
- Experience in payment processing, reconciliations, and cash management
- Proficiency in financial reporting systems and banking platforms
Join our team and contribute to a high-performing finance function focused on efficiency, accuracy, and compliance!
