Financial Administator

at  ADvTECH

THE ADVTECH SCHOOLS DIVISION LEADS THE PRIVATE SECTOR IN THE FIELD OF EDUCATION, CONTRIBUTING MEANINGFULLY TOWARDS THE SUSTAINABLE DEVELOPMENT OF HUMAN CAPACITY IN SOUTH AFRICA.

The Financial Administrator shall report directly to the Campus Bursar. The Financial Administrator is responsible for planning and scheduling procurement, aligned to school requirements and deliverables.

EDUCATION:

• Minimum Grade 12

EXPERIENCE:

• 3- 5 years in a similar finance administrator role.
• Accounting knowledge preferable.

KEY RESPONSIBILITIES:

• Finance administration.
• Procurement and accounts payable.
• Accurate expense allocations.

RESPONSIBILITIES INCLUDE:

• Administrative and Organizational Responsibilities
• Ensure compliance with financial processes, procedures, policies and internal control requirements.
• Provide administrative support to campus bursars, school principals, staff and brand finance.
• Assist with GSS, brand and campus related finance admin projects or tasks as and when required.
• Plan and schedule procurement, aligned to school requirements and deliverables.
• Track and manage the schools procurement requests from receipt of request to payment of supplier.
• Assist credit controller with any parent files required in preparing pre-legal files.

Procurement and Accounts Payable

• Submit procurement requests daily on the centralised procurement portal, within 24 hours of receipt from staff member.
• Provide the correct GL / procurement category for all requests and the correct fixed asset group for fixed assets.
• Ensure that detailed information is submitted to procurement for all requests including ISBN numbers, goods/job specifications where relevant.
• Submit Capex quotes to bursar within 24 hours of receipt from procurement.
• Upload approved Capex applications on the procurement portal.
• Compile new vendor applications and existing vendor changes and load these onto SharePoint.
• Generate purchase orders for purchases under R10 000 in one month, procurement card reloads and instore purchases, eg. Makro and Builders Warehouse.
• Email purchase orders generated by school to the staff/suppliers and request them to email Invoices directly to gssinvoices@advtech.co.za.
• Process staff expense claims according to the Advtech approval framework.
• Follow up on all purchase orders older than 24 hours which have not been approved and confirmed.
• Delivery notes to be requested from the relevant staff members for all confirmed purchase orders older than 1 week.
• GRV (goods receipt) purchase orders raised at a school level upon delivery/receipt of goods or services.
• Upload delivery notes or confirmation of service received on the procurement portal for all purchase orders generated by GSS.
• Process returns to vendors when required with approval from brand accountant.
• GSS SharePoint account payable queries to be reviewed daily and resolved timeously.
• Assist in resolving procurement agent queries within 24 hours.
• Forward payment queries from staff and suppliers to GSS and follow up until resolved.
• Provide campus bursar with accruals listing for all goods or services which have been received.
• Plan and track procurement to avoid urgent payments, if unavoidable ensure that all required documents are submitted to the bursar in one pack for approval.